Huntington Credit Card New User Guide

Transcription

1 Huntingtn Credit Card New User Guide Calvin is mving away frm Visa credit cards issued by PNC Bank t MasterCard credit cards issued by Huntingtn Bank. The main reasns fr the change are: Cnslidate Services & Strengthen Vendr Relatinship Calvin nly used PNC fr the Visa credit card prgram, whereas Calvin has an extensive relatinship with Huntingtn. Mving the credit card prgram ver t Huntingtn will help strengthen ur relatinship with them and reduce vendr cmplexity. Increase Cst Savings t Calvin Huntingtn ffers Calvin a higher rebate (r higher percentage f cash back) than PNC. By switching vendrs Calvin will save mney. Save emplyee time in Financial Services Emplyees will nw input the general ledger (GL) accunt numbers fr expenses directly int the Huntingtn website. This will prevent duble keying f GL numbers as previusly emplyees wuld write the numbers n their expense reprts and then financial services wuld have t type in the GL numbers a secnd time t get them int Clleague. Nw Financial Services will d a dwnlad frm Huntingtn and create an imprt int Clleague, which will save time. T activate yur new card and cmplete yur nline expense reprts, please perfrm the fllwing: Activate Card, Set PIN, Sign Back f Card- Call the tll-free number n the sticker n yur card t activate yur new card. Make sure yu chse a PIN yu can remember YOU WILL BE ASKED t enter yur PIN fr sme transactins! Financial Services can t lk up r reset yur PIN fr yu s please remember yur PIN. Sign the back f the card with a ball pint pen. Create Online Prfile Use Internet Explrer r Safari t visit D nt use the Edge r Chrme brwsers as they are nt cmpatible with the site. Click n Cardhlder Self-Registratin. Accunt Number = 16-digit card number Cmpany Registratin Cde = Create a new user ID, passwrd, and security questins. Yu will have t answer a security questin each time yu lgin. i. Administrative Assistants can be given Level Manager access (similar t the ld Prxy access fr the PNC cards) t view and cde purchases fr thers in their departments. This is cvered in mre detail later n.

2 Add Calendar Reminders Add recurring reminders t yur Outlk calendar. Yu will need t lgin each mnth t view yur statements and cmplete yur expense reprting. Statements are NOT ed t cardhlders. Statements are available n the 28 th f each mnth. Expense reprts are due t Accunt Payable - SC 365 by the 10 th f each mnth. Update Recurring Transactins Update Calvin Travel See additinal instructins at the end f this dcument Update websites Update the saved billing infrmatin fr the new card nline Update ther vendrs Cntact ffline vendrs and prvide the new card infrmatin as necessary Nte: Calvin Cllege is a tax-exempt rganizatin. This means that the cllege des nt have t pay sales tax n mst purchases. There shuld be a sticker n the back f yur credit card with Calvin s tax ID number: Please infrm vendrs f the cllege s tax-exempt status and prvide this number as requested fr the cllege t avid paying sales tax n purchases. Ntify Huntingtn PRIOR t traveling Huntingtn has extensive fraud prtectins and mnitring n ur credit cards. Yu must call the number n the back f yur card within 30 days PRIOR t traveling fr card transactins t g thrugh. This is especially imprtant fr internatinal travel PLEASE CALL BEFORE YOUR TRIP. Keep in mind that Huntingtn may call r send text messages t cnfirm transactins when yu are traveling ut f the cuntry. Please respnd Yes if yu get these messages t cnfirm yu initiated the purchase and are traveling ut f the cuntry. Cmplete Online Expense Reprting Purchases may appear immediately, but mst likely they will appear the next day after vernight prcessing. Yu can then assign the General Ledger (GL) accunt numbers and uplad a PDF f the receipt. After lgging in, g t Accunt Activity, then Transactin Summary and select the reprting cycle (which will match the statement dates) r select yur wn dates frm the date range t view the transactins.

3 Click n the dwn arrw t reveal the transactin details. Fill in the required fields marked with an * Click n the Clud icn n the right t uplad a PDF f the receipts. Yu can nly uplad 1 PDF per purchase, and there are file size limitatins. Attaching PDF s is nt mandatry but is a recmmended practice s that the purchase and supprt are tgether in ne place. Dwn arrw t reveal detail: Clud icn fr receipts: Always click n the Save icn in the lwer left crner t save yur wrk. There is n aut-save. DO NOT CLICK n the Reviewed r Apprved bxes! This will lck the transactin and yu will be unable t edit the transactin ging frward. These bxes are fr the autmated expense apprval ruting in the Huntingtn system, which Calvin is nt using. The apprval ruting is nt flexible enugh t perfrm the apprval prcess specified by Calvin plicies and as such we are requiring manual sign ff and submissin via paper. D NOT check these bxes!

4 Ensure Cmpleteness Review all required infrmatin and GL accunts t make sure it is accurate. Click n the Expand All link at the bttm left f the transactin summary page t ensure that all transactins have been given a GL accunt number. Ensure that all transactins per the Card Statement are n the Transactin Summary and that GL numbers have been input fr each purchase. Financial Services will d a dwnlad f the GL infrmatin frm Huntingtn and imprt the data int Clleague; incmplete purchase infrmatin will impact this prcess. Print Transactin Summary The Transactin Summary (frm abve) will be yur Expense Reprt and will be attached t the statement alng with the receipts. There is n lnger any need fr a separate cver sheet detailing the expenses and respective GL numbers! Yu will have t adjust the zm / text size t make everything fit n the page befre yu print. Unfrtunately, the frmatting n the Transactin Summary is nt very neat and clean and may take mre pages than what seems necessary. Submit Paperwrk t Accunts Payable Submit the fllwing t Accunts Payable SC 365: Statement w/purchases signed ff by Budget Officer Please print a cpy f yur mnthly statement. The mnthly statements are available by clicking n Accunt Activity and then Accunt Statements. Have the apprpriate budget fficers sign ff n their respective expense items. This can be dne n either n the Mnthly Card Statement r the Transactin Summary, whichever is easier. Cmpeted Transactin Summary - Ensure that all purchases n the Mnthly Statement appear n yur cmpleted Transactin Summary, and that all purchases have been assigned GL accunts. All purchases shuld be apprved via budget fficer signff, either n the statement r transactin summary. Detailed Receipts Ensure detailed receipts fr all purchases have been attached. Fr meals and entertainment, ensure the Peple, Place, and Business Purpse has been dcumented. Restaurant receipts need the detailed receipt shwing the fd and beverage items purchased. Alchl is NOT allwed t be purchased per plicy. Since riginal hardcpies f receipts are being turned in, we suggest yu scan and attach a cpy f the receipt in the Huntingtn website.

5 Level Manager access fr Administrative Assistants Level Manager access Similar t the ld Prxy access fr PNC cards, the Huntingtn website allws administrative assistants the ability t view the purchase activity and cmplete the GL cding fr ther cardhlders. This ability is knwn as Level Manager access. Multiple peple may have Level Manager access ver a department. An administrative assistant and the department chair / budget fficer culd review and cde all purchase activity fr cardhlders in their department. Admins can als be the Level Manager ver multiple departments. Departments are cnfigured in the Huntingtn system manually by the Financial Services department. It is imprtant that all emplyees are assigned t the crrect department, and that Admins nly have Level Manager access t the emplyees they are respnsible fr. Viewing Other Cards T view purchases n ther cards, change yur User Rle t the Level Manager fr the department yu want. Level Manager access can nly be granted AFTER a user prfile has been set up in the Huntingtn system; it can t be given when a card is initially rdered, r the department is initially set up. If yu shuld have the ability t view the purchase activity fr ther cardhlders in yur department but d nt see the ability t change yur rle, please cntact Financial Services. Next, click n Financial, then Accunt Summary t review the purchase histry.

6 Use the search feature All (Accunt) t find all the cardhlders fr yur department. Then simply click n the name f the cardhlder yu wish t view the transactins fr. Reminder if yu are missing faculty / staff frm yur department, need a department split up, r need t grant ther peple Level Manager access, please cntact Financial Services. Creating departments and the assigning f cardhlders is a manual prcess dne n the backend f the system. Cardhlders can nly belng t 1 department. Financial Services will wrk with yu t get the departments and cardhlders cnfigured crrectly. When yu click n the Cardhlder name, the Transactin Summary search page will pen. Yu can then search by reprting cycle r date, and then cde the transactins.

7 Imprtant Numbers & FAQ s: Calvin Financial Services - Accunts Payable: accuntspayable@calvin.edu Phne: (Julie Ynkers, jay3) r (Dave Nrdhek, dn28) Huntingtn / MasterCard: (We suggest putting these numbers in yur phne) U.S. Custmer Service: (Reprt Lst r Stlen Cards, etc.) Internatinal Custmer Service: Identity Theft: What if I lse my card? Immediately call the Huntingtn / MasterCard Custmer Service phne number, then ntify Financial Services. What if there are fraudulent charges n my card? Call the Identity Theft r Custmer Service number abve. Yu are respnsible fr yur card - Financial Services can n lnger cmplete fraud claims n yur behalf. Yu will have t deal directly with Huntingtn / MasterCard t fill ut all the required paperwrk t dispute any fraudulent transactins. What if Huntingtn calls me abut suspicius activity? Yur cell and ffice phne numbers were prvided t Huntingtn when yur card was initially rdered. They may call and/r text yu abut suspicius activity. Please respnd and answer their questins s legitimate charges are allwed and fraudulent nes are blcked. Please infrm Financial Services abut any phne number changes. What if I frget my PIN? Call the custmer service number abve and they will guide yu thrugh the prcess. D I have t call Huntingtn prir t traveling? YES, yu MUST call Huntingtn 30 days prir t traveling, especially fr internatinal travel. If yu d nt ntify them f yur travel plans they may hld / blck transactins until yu have cnfirmed yu are traveling. This is why Huntingtn requires yur cell number at the time f card activatin. Thse that travel frequently shuld infrm Huntingtn f this s they can make a nte in their system. Hw d I avid having the cllege pay sales tax n purchases? Please infrm the vendr that Calvin Cllege is a tax-exempt rganizatin and that ur federal tax ID number is , which shuld be n the back f yur card. Yu may need t fill ut a frm fr the vendr with ur name and address Burtn SE, Grand Rapids, MI If yu need additinal assistance, please cntact Financial Services. What if a GL accunt I need is nt listed in the Huntingtn site? Simply accuntspayable@calvin.edu and the new GL will be set up shrtly. New departments are added all the time at Calvin, but they are nt autmatically added t the Huntingtn website. What if I have questins n lgging int the Huntingtn site r hw t use it? Simply call Financial Services - Accunts Payable and we will help reslve yur issue.

8 Calvin Travel Instructins Hw t update yur card infrmatin n mycwt T update yur credit card n yur travel prfile, g t and fllw these steps/screenshts: If this is yur first time using the prtal yu will need t SIGN UP (nt lg in). After yu sign up, yu ll get an aut-generated with a link t activate accunt. Click n that t cmplete the prcess. Once yu re lgged in, n the hmepage in the tp right click My Travel Prfile Anther page will pen and n that screen just click My Prfile On the next screen if yur prfile desn t have an internatinal travel dcument saved (ex: passprt), it will prmpt yu t enter that but feel free t just click Ignre Skip this step The next screen will be the traveler details sectin. T add/update yur credit card yu need t click the ptin fr Payment/Reprting If yu mdifying an existing card in yur prfile, make the changes and then click submit changes. If yu need t add a card, click Add. The next screen is where yu enter the credit card inf. Vender select - MasterCard Name - ptinal / nt required Descriptin Calvin Cllege Card number Expiratin MM/YYYY Preferred Click Air, Htel, and Car The address and the rest can be left blank After yu ve filled in thse required sectins, DO NOT CLICK ADD (unless yu have anther credit card t add), click the SUMBIT CHANGES buttn t the left. After yu clicked Submit Changes yu shuld have receive a pp up cnfirming yur changes were saved. Questins? Call Cristi Paytn at r travel@calvin.edu