CQADM & CPACA Card Program Business Process Feb 2015

SPH Finance rSPH CardholderCSSRequisitionCreatorSPH DepartmentalAuthorizerSPH Departmental ShopperCQADM & CPACA Card Program Business ProcessFeb 2015Go to Step 1 on BearBuy Business ProcessFlowchartNOSTARTBFS ProfileManagementProcesschartstringsincl.YESNOIs Shopper’s profile setup in BFS ProfileManagement?YESStep 1: ShopperIdentifies goods /services for purchaseDoes purchase need to bemade quicker than CSSturnaround times or doesshopper need to pickuppurchase?YESStep 2: ShopperCreates BearBuy cart, uses non-catalogform, selects supplier as bluCard trackingand selects appropriate bluCard messagefrom drop down menu on formDoes Authorizeraccess BearBuy?Can add chartstringNOYESAssign bluCard tracking cart toAuthorizer in BearBuyPre-Requisite StepStep 3: Cart AuthorizerReviews cart details and validates properchartstring useIs purchase ready tobe submitted?NOShopper obtains Authorizer approval viaemail (incl: amount, goods/service &chartstring) Attaches email to bluCardtracking cart in BearBuyRevise cart, delete cart or assign back toShopper with commentYES; Submit CartStep 4: Requisition CreatorReviews cart, confirms account code &appropriate authorization, submits cart/creates requisitionStep 5: ShopperIf shopper is cardholder, uses bluCard andplaces order. If not, then contacts divisioncardholder to make purchase.Step 7A: DocumentationCardholder uploads receipts and any othersupporting documents to BearBuy cartStep 8: ReconciliationCardholder performs BFS reconciliation onpurchase within 7 calendar days, adds BBshopping cart # in description/comment field,changes transaction status in BFS to “Verified”and savesStep 6: Supplier Fulfills OrderRenders goods or completes services andcharges credit cardStep 7B: ReceivingAcknowledge receipt of goods / services byadding comment “Received” in BearBuy & filespacking slip or scans/attaches packing slip inBearBuyStep 7C: Upload to BFSPerforms daily upload of bank credit cardtransactions to BFSStep 9: Reconciliation Approver(SPH Financial Analysts)Reviews transaction in BFS (within15 calendar days of upload) andsupport documentation in BearBuyAresupportingdocuments complete,including BB#?YESNoWas Use Taxcalculated correctly?NoYESNoRequest additional information or make correction inconjunction with cardholderIs chart stringcorrect?YESChange transaction status inBFS to “Approved” and save

Feb 2015Card Program SHOPPER StepsSPH Finance rSPH CardholderCSSRequisitionCreatorSPH DepartmentalAuthorizerSPH Departmental ShopperShopper StepsGo to Step 1 on BearBuy Business ProcessFlowchartNOSTARTBFS ProfileManagementProcesschartstringsincl.YESNOIs Shopper’s profile setup in BFS ProfileManagement?Pre-Requisite StepYESStep 1: ShopperIdentifies goods /services for purchaseDoes purchase need to bemade quicker than CSSturnaround times or doesshopper need to pickuppurchase?YESStep 2: ShopperCreates BearBuy cart, uses non-catalogform, selects supplier as bluCard trackingand selects appropriate bluCard messagefrom drop down menu on formCan add chartstringDoes Authorizeraccess BearBuy?YESNOShopper obtains Authorizerapproval via email (incl: amount, goods/service &chartstring) Attaches emailto bluCard tracking cart inBearBuyAssign bluCard tracking cart toAuthorizer in BearBuyStaff, faculty, student employeesmay all be ShoppersDetermine if CSS has enough timeto make purchase (standard CSSturnaround time is 24-48 hours orsooner if cart is marked urgent –reserved for truly urgentpurchases)If there is not enough time for CSSto make purchase or purchaseneeds to be picked up, thenShopper creates BearBuy cart usingnon-catalog form and selects“bluCard tracking” as the vendorShopper will need to select theappropriate bluCard message fromthe drop-down so CSS will knowwhether or not the purchase stillneeds to be madeSee BearBuy User Reference Guidefor other step by step shoppinginstructionsShopper checks SPH org chart toidentify the Authorizer for his/herunitIf Authorizer uses BearBuy thenAssign cart to Cart AuthorizerIf Authorizer does not use BearBuythen obtain authorization forpurchase from Authorizer viaemail, attach email to cart andSubmit cart

Feb 2015SPH Finance rSPH CardholderCSSRequisitionCreatorSPH Departmental AuthorizerFunctionCard Program AUTHORIZER StepsAuthorizer StepsStep 2: Cart AuthorizerReviews cart details and validates properchartstring useIs purchase ready tobe submitted?YES; Submit CartNORevise cart, delete cart or assign back toShopper with commentReviews cart or email detailsConfirms all order information (including chartstring) is accurate,complete and purchase complies with program/unit budgetpriorities, policy and funding restrictionsIf needed, edits cart before Submitting cart in BearBuy or Repliesto authorization email request with revisions and/or approval

Feb 2015SPH Finance rSPH CardholderCSSRequisitionCreatorSPH DepartmentalSPH Departmental ShopperAuthorizer FunctionCard Program CARD HOLDER StepsCardholder Reconciliation StepsStep 5: ShopperIf shopper is cardholder, uses bluCard andplaces order. If not, then contacts divisioncardholder to make purchase.Step 7A: DocumentationCardholder uploads receipts and any othersupporting documents to BearBuy cartStep 8: ReconciliationCardholder performs BFS reconciliation onpurchase within 7 calendar days, adds BBshopping cart # in description/comment field,changes transaction status in BFS to “Verified”and savesEnsures purchase has an appropriate University businesspurpose before placing orderIn BearBuyEnsures Authorization is attached to cartUploads itemized vendor documentUploads packing slip, if applicableUploads Credit/Returns documentation, if applicableEnsures purchase details are correct (i.e., vendor name,amount, chartstring, purpose, etc.)In BFS (Reconciliation Screens) within 7 calendar daysAdds Comment with the BearBuy CC# for the transactionsEnters non-taxable items, sales tax paid from itemized receiptand location if delivered outside of Alameda countyChanges chartstring if neededChanges status to “Verified” and Saves

Feb 2015SPH DepartmentalReceiver (Shopper)SupplierSPH CardholderCSSSPH H Departmental ShopperCard Program RECEIVER StepsReceiving StepsStep 7B: ReceivingAcknowledge receipt of goods / services byadding comment “Received” in BearBuy & filespacking slip or scans/attaches packing slip inBearBuyNavigate to the appropriate purchase order or requisition inBearBuyIf all invoiced goods have been received or invoiced servicecomplete, then add a comment on p.o. or requisition of“Received”If packing slip available, scan and attach packing slip to the p.o.or requisitionNote: If Shopper is not receiver of goods/service, Shopper mustcontact receiver to confirm receipt.

CQADM & CPACA Card Program Business Process Feb 2015 Supplier SPH Departmental Receiver (Shopper) Central SPH Cardholder SPH Finance Unit SPH Departmental Authorizer CSS Requisition Creator SPH Departmental Shopper Pre-Requisite Step Step 1: Shopper Identifies goods / services for purchase Step 5: Shopper If shopper is cardholder, uses bluCard