Pcard Expense Allocation System

“Smart Data Generation 2” –SDG2

Introduction

What is Smart Data Generation 2 (SDG2)? Transaction Management Tool Online System (no more paper) Easy access: User ID and Password Replace paper Journal Voucher “JV”

Introduction

Cardholders should use the SDG2 website to allocate P-Card transactions as they occur instead of using a Journal Voucher and E095 reclassifications.

You do not have to wait until the statement arrives to use SDG2.

Transactions will post to Banner before the last day of the following month.

Let’s see an example!

Calendar

S M T W T F S

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

S M T W T F S

1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30

August September

Reporting cycle: From: Aug 1 to Aug 31Allocation period: From: Sep 1 to Sep 17End of the month: Last day to send the report to AP (30th).

The Login Process

Link: https://sdg2.53.com/sdportal/home.view

First Time: User Id & temporary password received by Email.

Change your Password and select a security question.

Contact us if you need to reset your password.

The Login Process – Home Page

The Allocation Process

Select Transaction Summary from the Account Activity menu.

This will allow you to select a transaction summary date range.

The Allocation Process

Reporting Cycle/Date Range: First day of the Month through the last day of the Month.

Date Type: Posting Date

You can go back 3 years from today’s date.

FY19 – July 2018 to June 2019

*Do not forget to click on search!

The Allocation Process

This is a Summary of the transactions for the Month of July 2018.

The Allocation Process

Two ways to open the transaction:

• Expand ALL or;

• ˇ symbol

The Allocation Process

1 2

3

How do I reconcile my monthly transactions?

1. Account Code – Depends on the purchases.

2. Default Fund- Fund assigned to your card (fixed field).

3. Charge Fund – Needed in case it is different from the Default Fund.

4. Description- The first 25 characters are the most important. Short description first then longer version.

4

Click SAVE and go to your next transaction.

How to split a transaction in SDG2?

This is how your transaction will look like:

Click on this icon “Split transaction”

How to split a transaction in SDG2? This screen will come up and you have to choose how you want to split the

transaction:

By amount or Percent (You can split it up to 240)

SDG2 will automatically split it by percentage

Click “Add”

How to split a transaction in SDG2? At this time you have to change the amounts and then click “save”

Once the amounts are added it is time to add the Expense Description, Account Code and Fund per split

How to split a transaction in SDG2?

To open the first split don’t forget to click on this “icon” :

This will allow you to edit and add ALL the information

When complete, click “Save” and go to your next split

1 2

3

4

How to split a transaction in SDG2? This is an overview of how the split looks

If you want to change the Account Code, Fund or Amount click on “Edit Accounting Codes”

v

How to run the Expense Report ?

From the Home Page select Reports and then RUN.

How to run the Expense Report ?

Select Travel Report from Report Name

How to run the Expense Report ?

Select Cost Allocation Scheme and then Oakland University

How to run the Expense Report ?

Important: When you run your monthly report be sure to click on this box to include splits.

How to run the Expense Report ? Select “Frequency” and then “Reporting Cycle” to choose the month you

would like to run.

In this example we are running July 2018

Once you click “Summit Request” the report will start to run

Usually take 10 to 15 minutes to get the report. Check your email or go to your Home Page to see your “Complete Reports”

How to run the Expense Report ?

How my report look like?

Click “download” and this is how my report will look!

Don’t forget to include this report

with your PcardStatement &

Original Receipts for your supervisor

approval!

What Do I need to send monthly to AP?

1. Original Bank Statement

(Signed by you and your

supervisor)

2. Original Receipts

3. Expense Report (SDG2) –

signature lines on report

Vendors that accept Pcard:• A-Game Apparel• Agilen Technologies • Allied Printing Company• American Counseling Association• American Data Security • American Society of Employees• Applied Imaging• Aristocat Limousine Services Inc• ASEE Operating• ATI Nursing (Assessment Technologies Institute LLC)• ATS Printing (Advance Tex Screen Printing)• ATT• ATT Teleconference Services• Audio Sentry Corporation• Auto Value Rochester• Auto Value Pontiac• Automation Aley• Beaumont Health Foundation• Blue Lakes Charters• Brendel's Septic Tank• BSN Sport Supply Group• Callahan's Muffler• Castle Branch• CDW Government Inc.• Chamber Music Society of Detroit• Cinergy Wireless• Cintas Corporation• Classic Appreciation Inc.• Classic Trophies• Cloverdale Equipment Company• Coffee Break Services, Inc.• Colony Cleaner and Laundry• Comcast• Contractors Clothing

• Crop Production Services• Daktronics, Inc.• Detroit Economic Club• Detroit Tigers Inc.• DTE Energy• EBI Map Works LLC - Sky factor• ECOLAB PEST• Ebsco Industries Inc.• Electronic Security System• Elsevier, Inc.• eMaint Enterprises, LLC• Enchantment Banquet• Fastenal • FEI Company• Ferguson Facilities Supply• Fisher Scientifics• Flute Specialists• GEM Energy LLC• Grainger's• Great Lakes Motor coach• Great Lakes Electric Supply CO. • Goose works, LLC• Guidebook, Inc.• Hagopian Cleaning Service• Hearn Paper Company• Hilton Hotel• Huntington Ford, Inc.• IDN Hardware Sales, Inc.• Impressive Tile Co.• Internet 2• Innovation Medical Media• IpromoteU• Jets Pizza

• Johnstone Supply Detroit• Josten, Inc.• Keysight Technologies • Laerdal• Luck's Music Library• Konica Minolta• McKesson Medical• Medical Electronic System LLC• Mercury Promotion• Meridian Winds, LLC• Michigan Air Solution• Michigan Air Products MAP• Metro/Anchor Safe Co, Inc.• Metro Controls• Mouser Electronics Inc.• Mr. Kabod Xpress• Munn Tractor, Inc.• Nalco Crossbow Water• NBS Commercial Inter• National Print & Promo• Nichoal’ s Paper and Supply• O'Reilly Auto Parts• OriginLab Corporation• Panera Bread• PayScale, Inc.• Port Huron Music Center• Praixar Distribution

Siemens Industry, Inc Spartan Distribution Spina Electric Struers, Inc. Supplyworks Tech Smith The Art Center The Trane Company The Jackson Laboratory Trinco Trinity Tool Company Trinity Coach Typhon Group UPS University of Michigan Verizon Waste MGMT WM Wright State University Wolverine Power Systems

Presidio Networked Solutions Group Premier Relocations Primo Grafts Pro -Graphics ProQuest Refrigeration Service Rochester Hill Republic Services Plus Residex LLC RKA Petroleum Companies Rochester Lawn Equipment Rose Pest Solution Royal Park Hotel Safety King S&P Global Scantron Corporation Schena Roofing & Sheet Metal Co. Sedgwick Seven Hill Schindler Elevator Sound Planning Communications The Sheer Shop The Higher Learning Commission Tri County Power Rodding

Vendors that accept Pcard:

Frequently asked questions: What happens if I forgot my SDG2 password?

You will get locked out after 90 days of inactivity

E-Mail Zahira Flores at zfloresolivo@Oakland.com or;

Call 1-866-465-0729. Options: 4, 1, 2, 1

Who do I contact if my Pcard gets declined?

E-Mail Zahira Flores to check the status of your account or;

Contact Fifth Third Bank (number on the back of the card)

Who do I contact if I lost my card ?

E-mail Zahira Flores or Bryan Atkinson to report that your card has been lost

What do I call if I see a fraudulent charge on my card?

Call the Fifth Third Bank Fraud Team at 1-888-701-3878.

What happens if I need a new Fund Number on my account ?

E-mail Zahira Flores or Bryan Atkinson with the funds you would like to add in your account. Include your supervisor approval!

Do I need a PIN number on my Pcard?

Yes, the PIN number is required for every cardholder.

Call 1-877-747-3705. Options: 4, 1, 4 to set up your new PIN.

More questions? Visit AP website

and click on “Frequently asked

questions”

Contact us for more information!

Accounts Payable website: https://www.oakland.edu/ap/

THANK YOU!