Purchasing Card (MasterCard) Payments

1. Card Activity Report
   For every purchasing card transaction, 2 copies of the transaction document are required; one copy to be attached with the ECAR (Electronic Card Activity Report) while sending it to the Purchasing Card Administrator in Disbursement Services and the other to be attached with the office copy of ECAR.
   All purchasing card transactions taking place in a particular week will appear in that week's ECAR. The Office Manager will be notified by an e-mail that an ECAR is waiting in Forms Nirvana for reconciliation and re-distribution of proper object/sub objects.
2. Processing of ECAR In Forms Nirvana
   Go into Forms Nirvana (FFN) Menu list and select "Status of Requests". That week's ECAR will be in the list with a "Returned" status. Double click this item. This will bring you to the credit card transactions. Verify the authenticity of the items and the amount listed here with the document copy you are keeping in the folder. The list will give you only the vendor name, date of transaction and the amount. Now is the time to key in the account information including the object/sub object this item belong to and the item description. Key-in the Approver's ID (currently the Systems & Processing Buyer is the designated approver for purchasing card transactions for Purchasing Department.). Since item description has limited space, give an appropriate "short & sweet" description. Key in more details of each item in the "Note" box. Click the "Submit" button.
   If everything is correctly done, the FFN will give the message "Signed, Looks Dandy". If not, it will give you a list of error(s), which need to be corrected and again click "submit" button.
3. ECAR Paperwork
   Now, we need a printout of the ECAR. Click "Edit Request ECAR for Chackalayil John" and this will bring the ECAR the way you have completed before clicking "Submit" button. Scroll down the screen until you see "View/Print Acrobat PDF" button. Click it and you will get the final version of the ECAR (see attachment A). Print two copies. Attach the originals of transaction documents with one copy of this ECAR; Office Manager signs and dates the ECAR and send this to Purchasing Card Administrator in Disbursement Services. Attach the duplicate copies of all transaction documents with the other copy of ECAR for your record and for UA611 report reconciliation. Even though the approver will get an e-mail notification of ECAR, it is always nice to let the Systems & Processing Buyer know that an ECAR is waiting in FFN for approval. The next day after the approval, the status of the ECAR in FFN will change from "Pending" to "Approved".