General Questions

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  • Q: How do I get reimbursed for CUA expenses that I personally paid for?

    A: A Payment Request in Cardinal Financials must be entered with the appropriate documentation (ie. receipts) attached. This entry can be done by yourself or by someone else with access to Cardinal Financials. IMPORTANT: The recipient of the reimbursement MUST be an active vendor in Cardinal Financials. 

  • Q: I have been identified as a purchaser for my department; how do I request training?

    A: Click here for the Procurement & Payment Services training calendar or email AskProcurement@cua.edu to request more specialized training for Cardinal Financials and our trainer will contact you directly, determine your needs and schedule the appropriate training(s).

  • Q: Do I need a contract for every purchase?

    A: No. A contract is usually needed when procuring a service, a capital good, or when the vendor requires it. Contact Procurement and Payments Services (P&PS) at AskProcurement@cua.edu if you still have questions about the need for a contract.

  • Q: Do I need a purchase order for every purchase?

    A: No. Purchases under $2500.00 can be made using a University Purchasing Card (PCard). Purchase Orders in Cardinal Financials are normally used for purchases over $2500.00, but can be used for lesser amounts [guide]. OneCard purchases that include terms and conditions must be submitted to Cardinal Contracts prior to placing or paying the goods. The list of prohibited items can be found in the  CUA “Purchasing Card Policy” [policy]

Payment Request

  • How do I create a create a Payment Request?

    A: From the Homepage in Cardinal Financials (CardFin) choose "Payment Request Center" and then click on the "+" sign in the upper left corner "Create a new Payment Request". In "Step 1 of 4: Summary" enter all required fields designated by an "*" in front of the label to include "Invoice Date", and "Cost Sub-Total". Enter a brief description of the request in the "Description" text box, and supporting information in the "Notes/Comments" text box. You MUST attach supporting documentation (invoices, receipts, flyers, etc.) by clicking on the "Attachments" button in the upper left corner. Click the "Next" button in the upper right corner to move to "Step 2 of 4: Supplier". Enter the active "Supplier Name" and "Supplier ID" then click the "Next" button to move to "Step 3 of 4: Invoice Details". Click "Add Lines" and enter the detail "Description" of your request, "Quantity", "Unit", "Unit Price". Click on the magnifying glass in the "Accounting Tag" field and choose the correct tag for your line item. Click on the icon button under the column titled "Accounting Details" then the "Chartfields" tab and then enter your Dept ID # in the "Department" field. Make sure all other account codes are correct. Add additional Invoice Lines as required for your request by clicking on the "+" sign in the upper left. Click the "Next" button and review the details of your request before clicking on the "Submit" button in upper right corner to send it for approval and eventual payment. [guide]

     

  • Q: How do I check on the approval status of my Payment Request?

    A:  In the Payment Request Center click on the Payment Request. At the bottom of the request click on the "Approval History" button to review the approval status.

  • Q: My Payment Request was denied. What do I do next?

    A: In the Payment Request Center click on the Payment that was denied. At the bottom of the request click on the "Approval History" button. Review the comments associated with the denial for information including reasons, corrective action, and the identification of the approver making the denial. Make appropriate corrections to the request and resubmit or submit a new Payment Request.

  • Q: How do I find and filter my Payment Requests, especially the older ones?

    A: In the Payment Request Center click on the filter icon in the upper left corner. In the pop up "Filters" dialog box choose the "By Date and Status" tab that will allow adjustment to the Date Range of your search especially older requests. You can click on the "By Alternative Filters" to search request by invoice number, date, or Supplier.

  • Q: How do I check the payment of my Payment Request?

    A: In the Payment Request Center find the listing of the Payment Request you want to check on payment status. Under the column titled "Request Status" the status should be "Vouchered". The next column to the right titled "Scheduled to Pay" will list the date the payment will be made or list "Paid" indicating that payment has been completed to the Supplier. If the request is not paid and scheduled for payment over seven (7) days ago, then reference and note the last column titled "Voucher ID". Email "CUA-AccountsPayable@cua.edu" with the noted Voucher ID number, the past due scheduled payment date, the Payment Request ID number and request an update regarding the payment. [guide]

Cardinal Contracts

  • Q: How to enter a contract request in Cardinal Contracts?

    A:  From the “Home” page in Cardinal Contracts, go to the “Quick Links” section and click on “Create Contract Request”. Follow the prompts, answer all questions, upload applicable documents,  and enter the required information, then click on “Complete Request”. [guide]

  • Q: What are the next steps after I submit my Contract Request?

    A: Your Contract Request (ConReq) will be routed to your school/department’s designated Contract Request Approver for review and approval. It will then go to Procurement’s queue or review, and final approval. [guide]

  • Q: What are the next steps after Contract Request approval? When will it be completed?

    A: The Procurement commodity owner  will take your approved ConReq  and start creating a Contract; that begins the second half of the Cardinal Contract process that involves reviewing, editing, negotiating, approving, signing and executing a contract.

  • Q: How can I check the status of my Contract?

    A: In Cardinal Contracts,  go to your completed ConReq and on the left side, under “Request Status”, click on the “Contract” number that will hyperlink to your contract. The contract status is listed towards the top in a blue title ribbon as: Draft, Internal/External Review, Pending Approval, Out of Signature, Complete, Executed, Expired. [guide]

  • Q: My contract is in internal review, what does this mean?

    A: Your contract is being reviewed internally by specific Catholic University departments as HR, Tech Services, Facilities, and/or the Office of General Counsel (OGC), as determined by the Commodity Code of the contract.

  • Q: Do I need to put in a new contract request for contract amendment/change order?

    A: Yes. In the new ConReq “Questions” section under “Contract Request Information” and then “Request For”, choose “Amendment/Extension”. Still in the “Questions” section, under “Contract/Project Description” in the “Summary” reference the original Contract Number.

Supplier Registration

  • Q: I can’t find my supplier in the system, what can I do?

    A: Search in Cardinal Financials in the “Suppliers” utility for your vendor. Click on the “Find and Existing Value” tab, then in the “Search Criteria” go to the “Supplier Name” and change the operator from “begins with” to “contains”, then enter the name (or part of the name) and click on “Search”. [guide] 

    If not found (or if found with a "Status" of "Inactive") you will need to invite them to register in PaymentWorks our third party provider of secure supplier information. Go to Cardinal Station and on the right listing, click on "Cardinal Suppliers" to log into PaymentWorks. From the homepage click on "Vendor Master Updates". Check Invitation Records to determine if your Supplier has been invited and what the invitation's status by using the "Invitation Records Filter Ribbon" on the left side and push the "Enter" button to search. If no invitation is found, then click on the "Send Invitation" button just below the ribbon. Enter all the required information as designated by an asterisk (*). If inviting a CUA faculty or employee you MUST use a non-CUA email address, that is personal to the invitee. If inviting a CUA student, then can use their CUA email address. [guide]

  • Q: I entered a Supplier ID number xxxx, but the supplier isn't coming up.

    A: In Cardinal Financials, in the “Suppliers” utility, search for the supplier by name to see if the Supplier ID number is correct. The supplier may have a status of “Inactive” due to a lack of activity in Cardinal Financials for over a year.

    To reactivate the supplier invite them to register in PaymentWorks our third party provider of secure supplier information. Go to Cardinal Station and on the right listing, click on "Cardinal Suppliers" to log into PaymentWorks. From the homepage click on "Vendor Master Updates". Check Invitation Records to determine if your Supplier has been invited and what the invitation's status by using the "Invitation Records Filter Ribbon" on the left side and push the "Enter" button to search. If no invitation is found, then click on the "Send Invitation" button just below the ribbon. Enter all the required information as designated by an asterisk (*). If inviting a CUA faculty or employee you MUST use a non-CUA email address, that is personal to the invitee. If inviting a CUA student, then can use their CUA email address. [guide]

  • Q: My current supplier got acquired by another supplier. What would be the process?

    A: Direct your supplier to their personal PaymentWorks account to make any changes regarding the acquisition, their name change, address, phone number, banking information, or any other confidential information. CUA does not change, update, or create Supplier information. The supplier is responsible for their information through PaymentWorks.

    If they DO NOT have personal PaymentWorks account you will need to invite them to register in PaymentWorks our third party provider of secure supplier information. Go to Cardinal Station and on the right listing, click on "Cardinal Suppliers" to log into PaymentWorks. From the homepage click on "Vendor Master Updates". Check Invitation Records to determine if your Supplier has been invited and what the invitation's status by using the "Invitation Records Filter Ribbon" on the left side and push the "Enter" button to search. If no invitation is found, then click on the "Send Invitation" button just below the ribbon. Enter all the required information as designated by an asterisk (*). If inviting a CUA faculty or employee you MUST use a non-CUA email address, that is personal to the invitee. If inviting a CUA student, then can use their CUA email address. [guide]

  • Q: How can my vendor check on their payment?

    A: Direct them to their PaymentWorks account to check on the payment status of their specific invoice. On their "Home" page, they need to make sure they are "Connected" to "Catholic University of America". On the left hand side bar, click the paper looking icon labeled "Invoices". Here they can filter and search for their invoice number, paid amount, CUA PO#, invoice Status, and Scheduled Payment Date. [guide]

  • Q: How to add a supplier in Cardinal Financials and Cardinal Contracts?

    A: For Cardinal Financials, invite them to register in PaymentWorks our third party provider of secure supplier information. Go to Cardinal Station and on the right listing, click on "Cardinal Suppliers" to log into PaymentWorks. From the homepage click on "Vendor Master Updates". Check Invitation Records to determine if your Supplier has been invited and what the invitation's status by using the "Invitation Records Filter Ribbon" on the left side and push the "Enter" button to search. If no invitation is found, then click on the "Send Invitation" button just below the ribbon. Enter all the required information as designated by an asterisk (*). If inviting a CUA faculty or employee you MUST use a non-CUA email address, that is personal to the invitee. If inviting a CUA student, then can use their CUA email address. [guide]

    For Cardinal Contracts, in the Contract Requests “Questions” section, under “Contractor/Vendor Information”, in the “Second Party *” field, enter “unknown supplier”.  For the following question “Did you find your Supplier?*” answer “No”, then answer the additional five (5) required questions that will appear. You will be emailed when the vendor is confirmed, approved, and entered into the system. Your ConReq will be updated with the vendor’s information.

  • Q: How to check the status of a PaymentWorks Supplier Invitation?

    A: Go to Cardinal Station and on the right listing, click on "Cardinal Suppliers" to log into PaymentWorks. From the homepage click on "Vendor Master Updates". Check Invitation Records to find if the Supplier Invitation by using the "Invitation Records Filter Ribbon" on the left side and push the "Enter" button to search. Once found you can click on any of the highlighted status' or the arrow in the lower right corner for more detailed information to include, Progress, Invitation Detail, and Account Info. [guide]

Cardinal Financial

  • Q: How to enter a requisition?

    A: In Cardinal Financials (CardFIN), from the Homepage choose “Add/Edit Requisitions” and click the “Add” button. Enter a name of your choice in the “Requisition Name” field. Continue filling out all the required fields to include: “Description”, “Quantity”, “UOM” (unit of measure), “Category”, “Price”, “Supplier”. Click on the “Save” button to save your work and get a requisition ID number that will appear at the top.[guide] 

  • Q: How do I cancel a requisition?

    A: In CardFIN, from the Homepage choose “Add/Edit Requisition”. Click on the tab “Find an Existing Value”. Enter information to find your requisition and click the “Search” button. Click on the requisition you want to cancel. In the upper right corner of the Requisition locate the big red "X", the "Cancel" icon. Click on the "X" and your requisition will be canceled. NOTE: you cannot cancel a requisition that has become a Purchase Order. Please contact Procurement for assistance.

  • Q: How do I add a line to my previously approved requisition?

    A: In CardFIN, from the Homepage choose “Add/Edit Requisition”. Click on the tab “Find an Existing Value”. Enter information to find your requisition and click the “Search” button. Click on the requisition and go to the current line items. On the last line item go to the far right and click on the “+” icon and add another line(s). fill out all the required fields to include: “Description”, “Quantity”, “UOM” (unit of measure), “Category”, “Price”, “Supplier”. Click the “Save” button. You will need to budget check your additional line by clicking on the “Budget Check” button. The change will go through another requisition approval cycle. [guide]

  • Q: How to add the Supplier ID in my requisition?

    A: In the requisition, click on the “Supplier Information” tab. Enter the Supplier ID number in the “Supplier” field and click the “Save” button. [guide]

  • Q: What to do if my requisition has an error or fails budget check?

    A: Check the chart fields for each line item in the requisition. Click on the “Details” tab above the line items. Go to the far right of the line item to be checked and click on the red icon with a clock called “Schedule”. In the “Schedule” utility page, go to the line item and towards the right click on the icon with three arrows called “Distribution”. At the “Distribution” utility page check all chart field entries to include: “GL Unit”, “Account”, “Fund”, “Dept”, “Program”, and if applicable “Class”, “Project”. When finished, click the “OK” button and this returns you to the “Schedule” utility page. Click the “Save” button, then click the words “Return to Main Page” toward the top on the left. In the “Main Page” of the requisition, click on the “Save” button at the bottom. IF the “Budget Status” does not change to “Valid”, contact your designated school or department’s budget authority to determine correct chart fields where funds are available for your requisition. [guide]

  • Q: How to check the status of a requisition ?

    A: In the requisition at the top on the right find “Status” and will be either “Pending” or “Approved”. To further determine who has approved your requisition, from your “My Homepage” click on the “Query Manager” button. To  search the needed query, in the “begins with” field enter “9_1_ REQ_APPROVAL_STATUS” then click the “Search” button. Click the “Select” checkbox for the query then click on “HTML”. Enter the requisition number in the “Req ID” field (to include all preceding zeros) then click the “View Results” button. You will find your manager’s action  under the “Amount Approval (Manager)” column with either the words “Initial” = no approval, or “Approved” = Approval. You will find General Accounting’s action under the “ChartField Approval” column using the same status guide words. [guide]

  • Q: How to check if my requisition has been sourced to a Purchase Order?

    A: In the requisition, in the “Header” section, click on the words “Document Status”. The “Document Status” page has a visual icon that is labeled “Purchase order”. If the icon is highlighted then your requisition has been sourced to a Purchase Order, and the PO# can be referenced on the same page on the “Documents” list. [guide]

  • Q. How to receive a PO in the Cardinal Financial System?

    A: From the “My Homepage” click on the “Add/Update Receipts” button. Click the “Add” button to enter your receipt. The “PO Unit” field should be auto populated with “CUA”. Enter the purchase order number in the “ID” field. Make sure all other fields are blank before clicking the “Search” button. The line items for the PO will appear in the “Received Rows'' below. Click on the “Sel” (Select) checkbox for each line item to be received, then click the “OK” button. [guide]

Accounts Payable

  • Q: I just received an invoice, when and where should I send it for payment?

    A: Send a digital copy of the invoice immediately upon receipt with the purchase order number referenced on that invoice to “CUA-AP-AccountsPayable@cua.edu” for processing and payment. Remind your vendor that their invoice should also be sent directly to “CUA-AP-AccountsPayable@CUA.edu” with a valid CUA PO # printed in it, for prompt and timely payment.

  • Q: Do I have access to check on the payment status of an invoice for my PO?

    A: Yes. From “My Homepage” click on the “Add/Update Requisitions” and enter the requisition number of the purchase order for the invoice in question.  In the “Header” section, click on the words “Document Status”. The “Document Status” page has a visual icon that is labeled “Payments”. If the icon is highlighted then a payment(s)  has been processed and the payment number can be referenced on the same page on the “Documents” list. Click on the payment number under the “DOC ID” column for additional information regarding the payment. [guide]

  • Q: My vendor’s invoice has been submitted and it has not been paid. Why?

    A:  There are various reasons: The PO line item(s) is not received or partially received by the end user in Cardinal Financials. The PO receipt doesn’t match the dollar amount of the vendor’s invoice. The vendor has failed to put a CUA PO# on the invoice. CUA pays vendors 30 days from the date of the invoice (“NET30”).  If none of the above apply, please notify CUA-AccountsPayable@cua.edu to ensure that your invoice has been received by AP for processing.

Catholic U OneCard

  • Q: How to apply for a OneCard?

    A: Fill out the “Catholic U OneCard Application” [Application] online form completely. Your supervisor (OneCard Manager/Approver) must approve it. Once completed and approved you will be notified when the OneCard is available for pick up in Leahy Hall.  Please note: You must have enough annual budget for all PCard owners to be considered for approval.

  • Q: How do I receive /request a temp single or monthly increase in transaction limit?

    A: Your Supervisor/PCard Manager must send a written (email) request to Teresa Chandler, PCard Administrator (chandler@cua.edu), requesting the specific increase and reason. Accounting will be consulted to confirm available budgeted funds, then Teresa Chandler will email the approval to your Supervisor/OneCard Manager, who in turn will email to you, at which time you can proceed with the transaction(s).

  • Q: How do I receive /request a permanent single transaction or monthly limit?

    A:  Your Supervisor/OneCard Manager must send a written (email) request to Teresa Chandler, PCard Administrator (chandler@cua.edu), requesting a permanent  increase and the reason for it. If the increase is greater than a monthly spending limit of $10,000.00 OR a single purchase limit of $2,500.00.. Accounting will be consulted to confirm available budgeted funds, then Chandler will email the approval to your Supervisor/OneCard Manager, who in turn will email to you, at which time you can proceed with the new limit(s).

  • Q: How do I change my OneCard Manager?

    A:  Your new Supervisor/OneCard Manager must notify Teresa Chandler (OneCard Administrator) by email of the change. This email must include all the names of OneCard users they will be reviewing and approving. 

  • Q: How do I add a delegate to my OneCard account?

    A:  Notify Teresa Chandler (OneCard Administrator) by email of the delegates name to include the reason for the need of a delegate. The delegate will be emailed with instructions on how to register as a delegate user in J.P. Morgan PaymentNet for the Catholic U OneCard. When they complete the required "OneCard Orientation Training" the will be activated as your delegate.

  • Q: How do I add additional DEPT ID’s to my account?

    A:  Your current Supervisor/OneCard Manager must send an email request to Teresa Chandler (OneCard Administrator) on your behalf, listing all current DEPT ID’s that you have access to, and the additional ones.  She will consult with General Accounting for available funds before returning a decision to your OneCard manager.

  • Q: I am transferring to a new department. Can I keep my current OneCard?

    A:  No. You must turn in your OneCard to Teresa Chandler, OneCard Administrator in Leahy Hall, then apply for a new OneCard from your new department/school.

  • Q: I am departing from CUA. What do I do with my current OneCard?

    A:  You must surrender your OneCard to Teresa Chandler, OneCard Administrator in Leahy Hall, prior to departing.

  • Q: Who do I contact if my charges are flagged/rejected?

    A:  You need to contact J.P. Morgan through PaymentNet (their online portal for all users) immediately to determine the reason.

  • Q: How do I handle lost or missing receipts for reconciliation?

    A:  You must request a “OneCard Lost Receipt Form” from Teresa Chandler, OneCard Administrator. You will need to complete it, sign it, and have your OneCard Manager sign it before submitting it back to Teresa  Chandler.