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PCard Work Instructions- #801 Account Group Manager (AGM) Online Transaction Approval Program: JP Morgan Chase Online Portal Replaced work instructions dated: 8/22/16 Updated by: Karrie Revolinski Dated: 12/20/16

Table of Contents

Section 1. Chase Website: Navigation

Launch your browser Go to JP Morgan Chase website: https://smartdata.jpmorgan.com

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Section 2. Chase Website: Log On

Enter User Id: (user id is case sensitive) Enter in password Select Sign In The CHALLENGE QUESTION screen appears Enter in the answer to your Security Question The security questions will change randomly and are based on the security questions selected at the time of training and set up. Please note these answers are case sensitive. Select Continue

Section 3. Transaction Summary Search - Navigation

You can use the Account Summary operation to look up transactions that belong to a specific account. For example, you can see all the transactions charged to Joe Smith’s account during July. To look up transactions, you need to know the date of the transactions. You also need to know the account to which the transactions were charged.

Hover over Financial Select Account Summary Fig 3.2, as shown below:

The SEARCH REPORTING STRUCTURE screen appears

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Section 4. Search Reporting Structure – Quick Link

Under the Quick Link section, select an entity. Fig 4.1, as shown below:

The ACCOUNT SUMMARY screen appears

Section 5. Account Summary - Search Criteria – Cycle Dates

The Account Summary Search Criteria option allows you to look up transaction data based on the date parameters you select. To look up transactions, you need to know the date of the transactions.

P-Card transaction dates are included in the cycle period based on the post date of the transaction.

The current statement cycle dates will default. to change reporting cycle dates, under the Search Criteria section, use the drop down to selected another predefined Statement Cycle Period. Fig 5.1 Select Search Fig 5.2, as shown below:

The SEARCH RESULTS screen will appear

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For more information on P-Card processing dates, refer to the Purchasing Card Processing Dates calendar found on:  The Brown County Intranet Site  Departments  Purchasing  Purchasing Card Information

Section 6. Account Summary – Account Group Results

The Account Summary – Account Group Results columns contain basic group information as well as links to screens where you can view transaction details and perform a variety of operations such as transaction approval or corrections. Scroll down to Search Results to view Account cardholders. This is the current active accounts associated with your account group.

If a cardholder’s name is not listed here, the card did not have any activity this cycle and no further processing is required.

Before approving the transactions, the approver should have the cardholder physical receipts & statement for this time period. Hover over the desired cardholder holder’s account number and select. A blue line will appear below the Account Number and becomes a portal link. Fig 6.2, as shown below:

The TRANSACTION SUMMARY - SEARCH RESULTS screen will appear

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Section 7. Transaction Summary - Results

The Transaction Summary screen shows a list of transaction(s) during the selected time frame for the selected cardholder. ALL the components of the Review & Coding function MUST be completed before the approval can be processed. S Scroll down to see the search results for the cardholders transactions during the selected time period. Fig 7.1, as shown below:

For detailed description of the Review & Coding Function, refer to: WORK INSTRUCTIONS - ONLINE REVIEW & CODING OF TRANSACTIONS #701 – #751 OR #702

 Go to: www.employees.co.bown.wi.us  Department Info > Purchasing > + P-Card Procedures & Work Instructions  Section 15. About Online Review & Coding of Transactions – Work Instructions

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Section 8. Approve Transaction Details at a Glance

Online Review & Coding of transaction(s) – is monthly processes performed by the assigned reviewer and must be completed before the approval function can be processed. The reviewer can be the cardholder or an account group manager whom processes more than one P-Card. The individual whom is assigned to process this function is defined by the cardholder’s supervisor and/or department head. The steps that define the review process are as follows:

Approve Online Transaction(s)  Must be a legitimate Purchase - The transaction is verified by assuring the payment is a legitimate payment for a purchase made by the cardholder.  No Sales Tax - Brown County is tax exempt in the state of Wisconsin. The cardholder would have verified no tax was charged. If tax has been charged, return paperwork to cardholder to correct.

For sales tax details continue to CHAPTER 9 / SECTION 2 NO SALES TAX  Include a Concise Description – A concise description(s) will be entered.  Assigned the correct General Ledger Account Number – A GL Account Number(s) will be assigned to the transaction based on the correct allocation.  Review & Coding function completed with locking the transaction - When the reviewed & coded function is completed, the transaction will have been locked down by the user. The cardholder will see a ‘lock’ on the transaction line. The approver will see a check mark under in the Reviewed radio button.

As an approver, your function is to verify the above 5 steps have been followed and you agree with the information data entered online for each cardholder’s transaction.

Continue to CHAPTER 9. TRANSACTION APPROVAL DETAILS – STEP BY STEP

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Account Statement & Receipts  It is best to have a hard copy of the paperwork to view as you are approving the online transactions.  The Reviewer MUST have all current receipts stapled to their account statement for this cycle period.  Brown County practices a 7 year retainage rule. It is important for the reviewer to follow the required details when submitting the proper paperwork to accounts payable.

For detailed information refer to the online + P-Card Procedures & Work Instructions page under: SECTION 13. ACCOUNT STATEMENT & SUBMISSION REQUIREMENTS

Section 9. Transaction Approval Details – Step by Step

Section 10. Legitimate Transaction

This is verified by the cardholder and/or assigned reviewer

Section 11. No Sales Tax

Brown County is Tax Exempt in Wisconsin ONLY, although some non-Wisconsin based vendors will still honor the Brown County’s tax exempt status with a copy of the County’s Sales Tax Exemption Certificate. On the SEARCH RESULTS page you will see a high level summary of the transactions based on the SEARCH CRITERIA you selected. Look at the transactions and review for any possible tax charged. If the Tax Amount Column shows a dollar amount, the transaction could have been charged tax. Fig 92.2, as shown below:

Verify the reviewer has processed this function by checking the matching receipt. Pages 7 of 12 PCard Work Instructions-

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If the receipt does not show tax and the online Transaction Summary does, unlock the transaction and return paperwork and task to the reviewer.

To unlock the transaction: simply click on the reviewed radio button for the appropriate transaction and select the save icon.

Section 12. Concise Description

Verify the reviewer had entered in a concise description for the transaction.

Example: pens, notebooks and paperclips is a better description than office supplies.

Section 13. GL Account Number

Verify the correct account number has been used

Section 14. Review & Coding Function Complete

Verify the review radio button has been checked

Section 15. Online Approval

1. Once the visual approval has been processed, simply check the Approved radio button next to the appropriate transaction Fig 96.1 Section 16. Select Save icon Fig 96.2, as shown below:

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Edit Reviewed Transaction

To edit a reviewed transaction, the transaction must be unlocked. An approver can remove the lock on a reviewed transaction in their account group for approval.

Once the transaction is unlocked the assigned reviewer or approver can edit the current reviewed transactions.

Section 17. Unlock Reviewed & Coded Online Transactions

To unlock a transaction, simply click on the appropriate Reviewed transaction radio button Select the Save icon Make changes Select Reviewed radio button Select Save icon

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Section 18.Breadcrumb

Breadcrumbs are a trail of graphical control elements used as a navigational aid in user interfaces. It allows users to keep track of their locations within programs, documents, or websites. The term comes from the trail of bread crumbs left by Hansel and Gretel in the fairy tale of the same name.

You will find the breadcrumb links at the upper left hand side of the screen. 1. Bold text indicates the current screen Fig 11.1 2. Plain text indicates the previous screens included in the navigational string Fig 11.2, as shown below: Select Account Summary to return to a list of account cardholders

Do not use the browser Back button. This can cause an error and log you out of the JP Morgan Chase web portal.

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Section 19. Account Statement & Receipts

The Account Statement & Receipts are due to Accounts Payable on or before the 9th working day following the last day of the billing cycle.

Billing Cycle & Process Due Dates  The current billing cycle dates include the 27th of the previous month to the 26th of the current month.

o For an updated P-Card Processing Due Dates calendar, go to the P-CARD PROCEDURES & WORK INSTRUCTIONS web page

Account Statement due  Paperwork due to Administration Accounts Payable no later than the 9th working day following the last day of the billing cycle.  Accounts Payable located: o Northern Building 305 E Walnut St., 5th Floor Green Bay, WI 54301

Account Statement submission requirements  A printed Account Statement must be in landscape format  Printed Account Statement should not be printed sooner than the 28th of each month to assure all posted transaction information is captured during the correct billing cycle  ONLY transactions for the current billing cycle MUST be stapled to the appropriate Account Statement.  ALL transactions MUST include a receipt, a detailed description of the transaction to include vendor, item quantity, item description, and item cost. Emailed order confirmations do not substitute and detailed receipt.  Black out ANY credit card numbers which may have been inadvertently written on a receipt

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