Purchasing Card Form Submission Manual

This document provides general instructions on how to complete and submit a purchasing card form.  For specific instructions on the content of purchasing card forms, please contact your supervisor or department.  Related FAQs are available here.

System Access Restrictions

The ability to view items and complete actions within Perceptive Content is restricted based on approved system security access.  An FAQ on requesting access updates is available hereQuestions regarding which security group(s) will provide the access needed can be submitted via a Help Ticket.

New Purchasing Card Form Submission

1.  Open a browser and go to the New Purchasing Card Form link to launch the form.

2.  When prompted, enter your NinerNet credentials and click Log In.

3.  The form will be displayed with your UNC Charlotte ID and Name auto-populated in the Preparer fields.

login

4.  After viewing the instructions, click Hide Instructions to collapse them.

5.  The link will change to Show Instructions. Click on Show Instructions to view the instructions again.

6.  If you are not requesting a New purchasing card, use one of the links included in the instructions to initiate the Edit or Close form.  Guidance on completing those forms is provided in other sections within this manual.

7.  Additional guidance regarding form content can be accessed by clicking the link included in the instructions.

8.  In the Account Holder section of the form, enter the Holder ID of the person who will be responsible for the purchasing card, or type their last name in the field and select it from the values that appear.  The Name, NinerNet ID and Phone Number fields in the Account Holder section will auto-populate based on the number that was entered.  The Phone Number can be updated, if needed.  Enter the desired Name On Card value to complete this section.

account holder

9.  Select the desired Spend Control Profile from the dropdown list.  An FAQ on which Spend Control Profile should be selected is available here.

spend control

New PCard Prerequisite: New purchasing card holders are required to attend a one-hour training session.  Once a request is approved, the new purchasing card holder will be contacted to schedule training. The purchasing card will be provided to the accountholder upon completion of the training.

10.  Enter values for the Default Org and Fund Code in the Default Organization section.  The Manager will auto-populate based on the Default Org selected and the Fund Title will auto-populate based on the Fund Code selected.  If a Fund Code is entered that is not part of the Default Org that was selected then the message will appear as the Fund Title.  Update either the Default Org or Fund Code and tab off of the field to resolve this.  Update the Manager, if appropriate.

default org

FAQs For These Fields:

  • An FAQ on selecting a Default Org is available here.
  • An FAQ on selecting a Fund Code is available here.
  • The Manager in the Default Organization section will approve associating the new purchasing card with the Default Org.  An FAQ on who should be listed in this role is available here.
11.  If the new purchasing card will need to be able to post charges to other fund codes and/or other org codes, then those can be indicated in the Additional Organization section.  If no fund codes or org codes will be needed other than the default indicated then this section can be skipped.

add org

Notes on Additional Organizations:

  • An additional Organization to which purchasing card expenses can be charged can be selected from the dropdown.
  • If an additional Organization is entered, the Manager will auto-populate.  The Manager will approve associating the indicated Organization with the new purchasing card.  The Manager can be updated in accordance with this FAQ, if appropriate.
  • Click the Add Organization button to add other Organization rows.
  • If a row is added that needs to be removed, click the X button at the right end of the row to remove it.

12.  In the Transaction Approvers section, enter the UNC Charlotte ID of the person who will be the primary Approver of the account holder's card transactions each billing cycle, or type their last name in the field and select it from the values that appear.  An FAQ on who should serve in this role is available here.  This value cannot be the same as the Holder ID.  Click the Add Approver button if more than one transaction Approver is required.  If a row is added that is not needed, click the button to remove it.

transaction approver

13.  In the Reconcilers section, if desired, enter the UNC Charlotte ID of a person who will assist the cardholder with uploading receipts and reviewing transactions, or type their last name in the field and select it from the values that appear.  An FAQ on this role is available here.  If no Reconciler is needed other than the cardholder, then this section can be skipped.  Click the Add Reconciler button if more than one Reconciler is required.  If a row is added that is not needed, click the X button to remove it.

reconciler

14.  The Form Approver will default to the account holder's supervisor.  This value can be updated, if appropriate, in accordance with this FAQ.

form approver

15.  Prior to submission, review the Purchasing Card Manual using the link provided on the form.

16.  Click the Submit Form button to save the form to the system for processing.  A pop-up box will appear confirming submission.  If there is a need to clear all values entered and start over, refresh your browser.

17.  Exit the form by closing the browser window.

Edit Purchasing Card Form Submission

1.  Open a browser and go to the Edit Purchasing Card Form link to launch the form.

2.  When prompted, enter your NinerNet credentials and click Log In.

3.  The form will be displayed with your UNC Charlotte ID and Name auto-populated in the Preparer fields.

login

4.  After viewing the instructions, click Hide Instructions to collapse them.

5.  The link will change to Show Instructions. Click on Show Instructions to view the instructions again.

6.  If you are not requesting to Edit an existing purchasing card, use one of the links included in the instructions to initiate the New or Close form.  Guidance on completing those forms is provided in other sections within this manual.

7.  Additional guidance regarding form content can be accessed by clicking the link included in the instructions.

8.  In the Account Holder section of the form, enter the Holder ID of the person who is responsible for the purchasing card, or type their last name in the field and select it from the values that appear.  The Name, NinerNet ID and Phone Number fields in the Account Holder section will auto-populate based on the number that was entered.  The Phone Number can be updated, if needed.  Enter the Works Login Name value to complete this section.  This is the ID the accountholder uses to log into the Works system for card management.  Refer to the Purchasing Card Manual for additional information regarding use of Works.  The Last 4 On Card can be entered to assist with identifying the specific card being updated.

holder

9.  In the next section, check the boxes to indicate the changes being requested.

changes

a.  Add or Remove Transaction Approver by entering the UNC Charlotte ID of the Approver being updated, or typing their last name in the field and selecting it from the values that appear.  Choose option Add or Remove to indicate the desired update.  Click the Add Approver button if action is needed on an additional Approver.  If a row is added that is not needed, click the X button to remove it.

add or remove

b.  Add or Remove Reconciler by entering the UNC Charlotte ID of the Reconciler being updated, or typing their last name in the field and selecting it from the values that appear.  Choose option Add or Remove to indicate the desired update.  Click the Add Reconciler button if action is needed on an additional Reconciler.  If a row is added that is not needed, click the X button to remove it.

add or remove

c.  Add or Remove Additional Organizations by selecting the Organization to be updated and choosing option Add or Remove to indicate the desired update.  The Manager will auto-populate, but can be updated in accordance with this FAQ, if appropriate.  Click the Add Organization button if action is needed on an additional Organization.  If a row is added that is not needed, click the X button to remove it.

org approver

d.  Enter values for the Default Org and Fund Code in the Change Default Organization and/or Fund section.  The Manager will auto-populate based on the Default Org selected and the Fund Title will auto-populate based on the Fund Code selected.  If a Fund Code is entered that is not part of the Default Org that was selected then the message will appear as the Fund Title.  Update either the Default Org or Fund Code and tab off of the field to resolve this.  Update the Manager, if appropriate.

default org

FAQs For These Fields:

  • An FAQ on selecting a Default Org is available here.
  • An FAQ on selecting a Fund Code is available here.
  • The Manager indicated in the Change Default Organization and/or Fund section will approve associating the purchasing card with the Default Org.  An FAQ on who should be listed in this role is available here.

e.  In the Change Spend Control Profile section, select the desired Spend Control Profile from the dropdown list.  An FAQ on which Spend Control Profile should be selected is available here.

spend control

f.  In the Change Account Holder Name section, enter the new Name on Card value.

name on card

10.  The Form Approver will default to the account holder's supervisor.  This value can be updated, if appropriate, in accordance with this FAQ.

form approver

11.  Prior to submission, review the Purchasing Card Manual using the link provided on the form.

12.  Click the Submit Form button to save the form to the system for processing.  A pop-up box will appear confirming submission.  If there is a need to clear all values entered and start over, refresh your browser.

13.  Exit the form by closing the browser window.

Close Purchasing Card Form Submission

1.  Open a browser and go to the Close Purchasing Card Form link to launch the form.

2.  When prompted, enter your NinerNet credentials and click Log In.

3.  The form will be displayed with your UNC Charlotte ID and Name auto-populated in the Preparer fields.

close p-card

4.  After viewing the instructions, click Hide Instructions to collapse them.

5.  The link will change to Show Instructions.    Click on Show Instructions to view the instructions again.

6.  If you are not requesting to Close an existing purchasing card, use one of the links included in the instructions to initiate the New or Edit form.  Guidance on completing those forms is provided in other sections within this manual.

7.  Additional guidance regarding form content can be accessed by clicking the link included in the instructions.

8.  In the Account Holder section of the form, enter the Holder ID of the person who is responsible for the purchasing card, or type their last name in the field and select it from the values that appear.  The Name, NinerNet ID and Phone Number fields in the Account Holder section will auto-populate based on the number that was entered.  The Phone Number can be updated, if needed.  Enter the Works Login Name value to complete this section.  This is the ID the accountholder uses to log into the Works system for card management.  Refer to the Purchasing Card Manual for additional information regarding use of Works.  The Last 4 On Card can be entered to assist with identifying the specific card being closed.

holder

9.  In the Closing Information section, select a Reason for Closing from the dropdown and enter the Date to Close the card.

reason for closing

Closed Card Disposition: The card being closed can be destroyed or dropped in a University Shred-it box on campus.

10.  The Form Approver will default to the account holder's supervisor.  This value can be updated, if appropriate, in accordance with this FAQ.

form approver

11.  Prior to submission, review the Purchasing Card Manual using the link provided on the form.

12.  Click the Submit Form button to save the form to the system for processing.  A pop-up box will appear confirming submission.  If there is a need to clear all values entered and start over, refresh your browser.

13.  Exit the form by closing the browser window.

Print Article

Details

Article ID: 2525
Created
Fri 1/5/24 12:26 PM
Modified
Thu 4/25/24 3:05 PM