Cardholder and Proxy Frequently Asked Questions 

I am a cardholder, why am I getting so many e-mails from OnBase?

Currently the cardholder receives an e-mail notification when there is a transaction in the Dept Charge Review queue and when that transaction goes to the Dept Funding Review queue for the Budget Approver. Business Operations is currently working to have e-mail notifications sent directly to the budget approver. E-mail forwarding rules can be created in Outlook to reduce the amount of e-mails the cardholder gets in their in-box. There is a quick start guide available to help with e-mail rules available. Please contact Business Operations at 852-7549 or businops@louisville.edu for assistance.

I am a proxy on a card why am I not getting e-mail notifications from OnBase that I have transactions in my queue(s)?

Proxies do not receive e-mail notifications directly, only the cardholder receives e-mail notifications. The cardholder can setup a rule in Outlook to forward notifications automatically to the proxy so that they are notified when transactions require action. This is highly recommended.

How do I know what my responsibility is for transactions in OnBase?

Responsibilities in OnBase by Card Role:

• Cardholder or Proxy Only
  • Cardholders and/or proxies must add the business purpose and receipt along with other information to support the business activity. After all information is provided, save and click the Certified Send to Funding button.

 

• At the end of the month, after the ProCard monthly cycle closes, the cardholders must also certify all charges on the Monthly Activity Report (MAR). The MAR takes the place of the Transaction Summary Log (TSL). An email notification will be sent to the cardholder when the MAR is available. The MAR must be certified by the cardholder and cannot be delegated to a proxy.

 

• Cardholder (or Proxy) AND Budget Approver
  • Individuals serving as both the cardholder (or proxy) AND the budget approver must go to both queues, Dept Charge Review and Dept Funding Review, to get the transactions to workflow to Business Operations.
    • Quick tip: If the business purpose, receipt and funding are all reviewed in the Dept Charge Review queue then multiple transactions can be sent to Business Operations from the Dept Funding Review queue. To send multiple transactions, select transactions (hold down the Shift-key and use your mouse to highlight transactions) and click “Funded Send to Business Operations” button.
    • For more frequently asked questions from Budget Reviewers see the corresponding article: HERE

 

 

Can I add receipts after I fill out the transaction form and submit it to Business Ops?

If a receipt is not available before the monthly cycle ends, choose the box labeled “Receipt Not Available”. You should also fill out and attach the missing receipt form as provided by the ProCard office: http://louisville.edu/procard/forms/missing-receipt-form, this can be listed in the “Additional Documentation” box.

Do I have to keep original receipts, what about for a Sponsored Program speedtype?

Once the receipt is scanned and verified that it is legible, the original paper is no longer needed even on a sponsored program.

For additional information regarding receipt keeping refer to Controller's Office policy on Retention of Records.

What additional documentation should be included with my ProCard charges?

Documentation included should support the business purpose and provide clear context for the business activity. There are three attachment areas:

1. Receipt
2. Lists of attendees (required for meals)
3. General documentation

What is the timeline for workflow routing?

The timeline will vary by transaction. Most transactions have two department steps, Dept Charge Review and Dept Funding Review. Some transactions have additional routing, such as transactions funded by federally sponsored programs or an Athletics' speedtype, must go through additional workflow queues for approval.

At the end of the ProCard monthly cycle all transactions are moved to PeopleSoft for posting regardless of where they are in the queue approval process. Business Operations will work to ensure that transactions are processed as quickly as possible and help coordinate with departments to make sure transactions are not delayed unnecessarily.

Is there a new ProCard reallocation calendar to go along with the new ProCard reconciliation process?

The updated ProCard reconciliation calendar is available at Procurement Card

What if I attach the wrong receipt or need to delete a receipt while it is still in workflow? After it has come out of workflow?

There is a “delete receipt”  button (identified by a little trash can) which can be used by the department if the transaction is still in the workflow. If the transaction has made it through the workflow then you can send the new receipt to Business Operations at businops@louisville.edu with the cardholder name and last 4 digits of the card.

 

What is the minimum documentation required for audit? Receipt? Approval? Packing Slip? Order Form?

An internal audit will look for the documentation required by the ProCard office - see Receipt and Recordkeeping Requirements.

When a card is canceled will the transactions be available for reallocation?

Yes, even after a card has been cancelled any and all transactions sent to PNC bank and to OnBase need to be reallocated to the appropriate speedtype, notated for business purpose, or clarification for fraudulent charges.

How many characters are allowed in the file name?

OnBase names the receipt file automatically when it is attached to the transaction form, and does not have a set character amount cap.

When do transactions post?

Transactions post to PeopleSoft after they have been reviewed by Business Ops and any other reviewing office i.e. ProCard Office or Sponsored Programs. Most transactions post within 48 hours of department review(s) being completed.

Where will PNC statements be sent?

The PNC statements are being sent to cardholders and proxies listed on the card. If a department funding reviewer/card approver wants to receive the statements, they can email the ProCard service account procard@louisville.edu and provide the cardholders name with last 4 digits of the card number for the requested statements.

Should sign-in log be attached to the transaction? Or should these forms be retained in the department file?

The sign in/out log should be attached to the Monthly Activity Report (MAR) by the cardholder or card approver. Retention of these logs is at the Department’s discretion and within University retention standards.

Should ProCard user agreements still be forwarded to the Pro Card Office?

Yes, please continue to send these to the ProCard Office at procard@louisville.edu or via campus mail.

What if I want to dispute a charge?

Click on Disputed Charge under the Business Purpose. Then follow the policy found on the Procard Office website.

Should lost receipt form be attached as receipt?

We are not requiring missing receipt forms because the OnBase form captures the necessary information. However, if the Procard Office sees multiple transactions for which receipts are not attached they will be in contact with the department LFO.

Is there a preferred format for receipts? Excel? Jpeg? PDF?

The default format for receipts is set to image file (TIF format). It will accept other formats when using the Unity client. When using the web client, some have gotten errors when loading other formats, if you continue to have issues attaching receipts please reach out to Business Operations for assistance.

What is this email about for “Additional Review Required” or “Open Issues after posting to PS”?

Any time a transaction needs further reviewer before or after it is sent to people soft it will appear in one of the following two queues, “Additional Review Required” (before posting) or “Open Issues after Posting to PS” (after posting). These queues provide the Cardholder, Proxy, or funding reviewer to add or change receipts, add or edit the business purpose, and reallocate the transaction’s speedtype and account code if it has not already posted. The email serves as a notice to advise you of necessary next steps for processing.