1

The Approving Official sends e-mail message to the Procurement Official with the request for issuance of a bankcard for a new Cardholder.

2

The Procurement Official completes the government Purchase Card Set-up Form (Citibank form) and forwards the form to Commerce Bankcard Center.

3

The CBC Official clicks on Create New Cardholder from the Main Menu.  The Cardholder Set-up (BC-600) window opens.

4

Double click in the Approving Official Name field to display a list of valid Approving Officials.  The window displays Approving Official names and Dept/Agency Office name.  Select the Approving Official.

5

Double click in the Cardholder Name field to display a list of valid Cardholders. Select the Cardholder name from the list.  The window displays  the Cardholder's information.

6

CPCS assigns a temporary Cardholder number which will start with "009." 

Note: The number issued by the CBC will replace this temporary number.

CPCS displays values for organizational Levels 1-4 as follows:

Level 1     01300 - code for DOC

Level 2     Agency code

Level 3     Value based on the Finance Office assigned to Cardholder

Level 4     Approving Official's number

7

Click on the "View Address" button to check Cardholder address.

Note:  Ask the Administrative Office to correct address IF it is wrong. Addresses are found in CFS tables, not in CPCS tables.

8

Enter "000" for Merchant Activity Code.

9

Double click on Single Purchase Limit field to display a list of values for a Single Purchase Limit.

Note:  The number must be a multiple of $50.00, but less than $100,000.00. If a limit is not specified, select the limit of $2,500.00.  However, the Single Purchase Limit presently, at most, is $5,000.00.

10

Enter a 30 Day Limit of $5,000.00 if no other limit is specified in the e-mail message from the Approving Official

Note:  This number must be a multiple of $100.00, but less than $999,900.00 and can not be less than the Single Purchase Limit. However, the 30 Day Limit presently, at most, is $10,000.00 unless the Cardholder has a certificate of completion from the class in Simplified Acquisition Procedure.  With such a certificate, the 30 Day Limit may be increased to $25,000.00.

11

Enter any alphanumeric value into the free format User Field.

Note:  This is an optional field.  The bank will print this value on the bankcard below the card number.

12

Click in the "Check all that apply" field and select Card Suppression.

Note:  Use this field only to prevent the Cardholder from receiving the card.  Otherwise, disregard the field altogether when adding a Cardholder.

13

CPCS sets the Card Status as "ACTIVE" and enters the current date as the Effective Date.

Note:                      Status                                  Valid Date

Active                           Not before current date

Lost                              Not after current date

Stolen                           Not after current date

Suspended                    Not before current date

Canceled                       Not before current date

14

Enter the Fiscal Year and the ACCS screen appears.

Note:  This is the fiscal year in which the Cardholder receives the card.

15

IF Project Code is incorrect, the Procurement Official should contact the Cardholder.

16

Click on the Object Class field of the ACCS code and enter "26 19 00 00" (Office Supplies).

17

Click the "Previous" button to save changes and return to the Cardholder Set-up (BC-600) window after modifying the ACCS code screen.

Note:  The Cardholder can change or add an additional ACCS code when they have access to the system.

18

Select the ACCS type for each ACCS Code.  Enter "D" for default, to make only one (1) ACCS code the default value.

Note:  The Cardholder can use more than one ACCS code, but only one can be the active, default code.  Other valid values for this field include:  B1, B2, or B3.    Cardholders may enter any 2 alphanumeric characters except for "C" and "ZZ."

19

Enter the Start Date for each ACCS code.  This is the date the Cardholder was made active.

20

Enter the last day of the current fiscal year in End Date field.

21

Click on the "Send for Approval Button."

22

A message will be displayed:   Sent to Procurement for approval.  Click   the "OK" button to return to the Main Menu.