​Introduction

The Maintain CC screen allows you to:

• Add a new P-Card that you have issued to a user.
• Re-assign a P-Card from one user to another.
• Add proxy verifiers to a specific P-Card so they can verify transactions if the card holder is not available to do so.
• Update a card holder’s/ user’s profile (as you would when you edit an existing P-Card user).

When updating P-Cards and card holders:

• Make sure you do not enter a duplicate card number for a user. Maintain CC will not warn you if the card number already exists.
• If a card is to be replaced with a new one, do not make the old card inactive until all transactions come from the bank and are processed in the application, even if the card is lost or stolen. The Active check box allows bank transactions to populate in the application, and allows verifiers and approvers to process the transactions of that card. Once all transactions have been verified and approved, you can change the old card to Inactive.
• P-Card reports may not accurately report the actual card holder if the proxy user was not set up properly and the card is then marked Inactive.

Maintain CC Screen Overview

On the P-Card main menu, select Admin, and then click Maintain CC.

Figure 1 - Maintain credit card button

A list of your agency’s credit cards and the associated card holder will be displayed. The list can be sorted ascending/descending by clicking the column headings (CC#, Card Holder, etc.) The column headings include:

• CC# – the last ten digits of the P-Card.
• CCType – WFMC (Wells Fargo MasterCard) or BOAV (U.S. Bank VISA)
• Active – The Active check box makes the card active in order to populate bank transactions into the application, and allow verifiers and approvers to process the transactions of that card.
• Description – A description you entered when setting up a new user.
• Card Holder – The name of the card holder. A card holder that is inactive in the application is indicated in red. NOTE: If both the card and the card holder are inactive, the card holder name will not be in red.

Figure 2 - Maintain credit card screen

Add a New P-Card

1. Click the card number in the CC # column to display the card details.

2. Enter the new card number in the CC# field and press ENTER. Do not enter a duplicate card number and make it active. Maintain CC will not warn you if the card number already exists for that user.

3. Check the Active check box. If the card is not active, users will not see their transactions in the application.

4. Select the card Type.

5. Select the Card Holder from the drop down menu.

6. Enter a Description as needed (40 alphanumeric characters. Do not use special characters or symbols, including &,',“,<,and \).

7. Click Save.

You can verify that the card saved to the correct user by clicking the Back button at the top of the screen, selecting the user’s name in the Admin screen, and checking the card information.

Assign a P-Card to a Different Card Holder

1. Click the card number in the CC# column.

2. Click the Card Holder drop-down and select a new card holder name.

3. Make sure the Active check box is checked.

4. To add a description, enter or edit the Description field (40 alphanumeric characters. Do not use special characters or symbols, including &,',“,<,and \).

5. Click Save.

Figure 3 - P-Card details

Add or Delete Proxy Verifiers

You can view, add, or delete proxy verifiers of a card in the Proxy Verifiers section. Click the card number in the CC# column to display the card details. Click here to view the Adding or Deleting a Proxy Verifier documentation. NOTE: Maintain CC assigns proxy verifiers to a card holder/card number. When you edit a user’s profile, you add proxy cards to that user. If an agency is using approval by location, they should take care to assign proxy verifiers from the same location as the person for whom they are verifying.

1. Click the card number in the CC# column to display the card details.

2. Click the Proxy Verifiers drop down menu and select the name of a Proxy Verifier. (Since any user can be a proxy verifier, all user names will be in this list.)

3. Click Add.

4. To remove a proxy verifier, click Del next to the name.

Update the Card Holder profile

1. To update a card holder’s information (e.g., their default PCA or verifier or approver roles), click the user name in the Card Holder column.

Figure 5 - Maintain Card Holder

2. The card holder’s profile screen will open just as it would when you edit an existing user or add a new user. Follow the documentation for setting up a new user to change a user’s configuration.

Figure 6 - User Profile

3. Click a card number to return to the Maintain CC screen.