Compromised Cards Procedure

A compromised card needs to be checked in and renamed.  Then a new card can be issued to the staff member.

Check-in and Rename the Compromised Card

The card needs to be renamed because all cards in the system must have unique names.   In order to add a new card with the card holder’s name, the name of the compromised card must first be changed.

  1. Wait one day after the bank has deactivated the card.
  2. Go to Financial Management > A/P > Credit Cards
  3. Click on Chk in/Out
  4. On the next screen, click the OK button to check-in the credit card on today.
  5. Click the Close button on the Check In/Out screen.
  6. Click on Setup
  7. Select the comprised card and click the Edit button.
  8. In the District Card Name field add “Cmp mm/yy” to the end of the name where mm/yy is month and year.  Note: There is a length limit, so some of the last name may need to be deleted in order to add the additional text.
  9. Click the OK button.  Note: The card is not yet inactive.  This will wait until the last statement is processed.

Add a New Card and Check It Out

  1. When the bank has issued a new card, go to Financial Managment > A/P > Credit Cards
  2. Click on Setup
  3. Click the Add button
  4. In the District Card Name type the location number followed by the card holder name. i.e. 5 John Jameson
  5. Fill out all of the rest of the fields.
  6. Click the OK button.
  7. Click the Close button.
  8. Click Chk In/Out
  9. Locate and select the new card in the listing.
  10. Click the Check Out button.
  11. In the Used By field, begin typing the last name of the card holder.  A drop-down will appear.  Select the appropriate card holder.
  12. In the Check Out Date field, type the first day in the month which the new card was issued.
  13. Click the OK button.
  14. Send in a Web Help ticket, requesting the new card be added to the credit card approval groups.

Deactivate the Old Card

After the last statement for a comproised card has been paid, the card can be deactivated.

  1. Go to Financial Management > A/P > Credit Cards.
  2. Select the compromised card, and click the Edit button.
  3. Uncheck the Card is currently active check box.
  4. Click the OK button.

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