​Set Up Your Agency

​Introduction

In Agency Settings, your agency can set the Budget Fiscal Year (BFY), restrict all approvers from approving their own transactions, and enable e-mail notification for the P-Card verifiers.

To set up approval levels, first determine how many approval levels your agency needs (up to three) and the names of the levels. Then request the State Controller’s Office to create them. Once SCO creates these, your agency can assign their users as approvers.

Set the BFY, Restrict Approvers, and Enable Email Notification

1. On the P-Card main menu, select Admin, and then click Agency Settings.

Figure 1 - Agency Settings

Various agency settings, menus, and check boxes 

2. To change the BFY, select the year from the BFY menu, and then click Change. The BFY affects the look up and validation of PCAs and Indexes. For instance, if you do not see PCAs or Indexes that you expect to see on P-Card transactions, or you cannot add PCAs or Indexes to a Verifier or Approver, review this setting.

3. To restrict Approver and Approver All users from approving their own transactions, click the check box next to Restrict Approver then click Save. Restricted users will still be able to view their transactions in P-Card.

4. To enable email notification for verifiers, click the check box next to E-Mail Active then click Save. When activated, after a verifier submits and prints a transmittal, they can select an approver’s name to send an e-mail notification to. However, an ‘Approver All’ person will not be displayed to select – Approver All approvers do not receive email notifications. There is no ability to e-mail from an Approver to another level of approval.