Adding a New P-Card in ctcLink

Purpose:  Use this document as a reference for how to add a new procurement card and resolve missing card information in a staged Visa transaction in ctcLink.

Audience:  Finance staff

You must have local college managed security roles:

  • CC_ADMINISTRATOR
  • ZZ Purchasing Local Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

When adding a new card to the ctcLink system the following details are required:

  1. A person to attach this new card to and a way to identify them in ctcLink (EMPLID, First Name, Last Name).
  2. Full card number.
  3. The card expiration date.

The following details are also recommended:

  • A default distribution to assign to the card;
  • People who should be Reviewers, Reconcilers or Approvers of this card (assuming you will be Administrators for the card)

Prior starting this process, all necessary security roles need to be applied to the appropriate user profile, such as CC_REVIEWER, CC_RECONCILER, CC_APPROVER and CC_ADMINISTRATOR.

To view the entire Procurement or Card Number(s), navigate to Purchasing > Procurement Cards > Definitions > Cardholder Profile > Card Data and select the Display Unmasked Card Number checkbox.

Display Unmasked Card Number example

Navigation: Purchasing > Procurement Cards > Definitions > Cardholder Profile

  1. The Cardholder Profile page displays.
  2. Enter Search Criteria to identify your cardholder. Note:
    • If more than one cardholder matches your Search Criteria, the Search Results section of the page populates. Select the appropriate Employee ID.
    • If unable to find an Employee ID name or number, please make sure the correct security roles have been assigned (such as: CC_RECONCILER) and that the card holder has an active job record.
  3. Select the Search button.
  4. The Personal Data tab displays. Select the Card Data tab.
Personal Data tab page
  1. The Card Data tab displays. Use it to display employee’s profile as well as the cards attached to this particular employee under the Card Card tab.
  2. If there are no cards listed, select the Add a New Row [+] icon to add additional cards. new card information can be entered into the various Card Data fields.
    1. Enter or lookup Business Unit.
    2. Enter or lookup Card Issuer (i.e. "JPMC" or "USB").
    3. Enter full Card Number without any spaces.
    4. Enter or select the Expiry Date. This is a required field and it is for reporting and is designed to help you identify and track cards close to expiration. A future date (1/1/2050) can be entered in order to not micromanage data.
    5. Select the Card Type.
    6. Enter the Date Issued, required field and must be prior to any transactions yet NOT back dated if at all possible.
    7. Enter Status Date, required filed and should be set prior to any transactions and NOT back dated.
    8. Select the Add a New Row [+] icon to add additional cards.
  3. Select the Additional Information tab.
Card Data tab
  1. The Additional Information tab displays. Select the Proxies link.
  2. The Assign Proxies window is used to assign roles to various users for a specific card. After the new User ID has been entered into the appropriate field, the Role field will appear. The Role drop down menu will reveal the appropriate roles for that specific User ID: Reviewer, Reconciler, Administrator and/or Approver. NOTE: Each User ID can only hold ONE role in the proxy list.
  3. Select the Add a New Value [+] icon to add additional lines if necessary.
  4. Select the OK button to close the Assign Proxies page.

In the Assign Proxies screen, DO NOT select the 'Requester Default' or 'Buyer Default' boxes will automatically update the user's Requester or Buyer Setup profile to default to Override with the specific Procurement Card on every single transaction. The Assign Proxies screen and Buyer/Requester Setup pages are synchronized or 'linked' together.

Assign proxies page
  1. The Assign Proxies window disappears. Select the Default Distrib link.
  2. The Default Accounting Distribution window appears. Enter all appropriate information into the various fields according to your local business practices and policies. In order to save previous work, simply specify an Account value in the Account field.
  3. Select OK.
  4. The Default Accounting Distribution window disappears. Select Save.
Default Distrib

Running the Load Statement Process

Please refer to the QRG Uploading Procurement Card (P Card) Statement for further instructions.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial via Panopto

View the external link to Adding a New P-Card in ctcLink. This link will open in a new tab/window.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.