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System Access & Training

Please note, we are working on updating or adding more training videos and resources for the following systems and cards.

For guidance on selecting between using the P-card, PantherExpress System, and the University Travel Card, review this payment methods comparison table or contact Customer Service. Note any qualifiers, such as "in travel status."

PantherExpress System

The PantherExpress System is the cloud-based purchasing tool and preferred procurement and payment mechanism for most goods and services purchased at the University. More information about the PantherExpress System can be found here.

Requesting Access

PantherExpress is an enterprise-wide purchasing and financial system that permits users to purchase items against university accounts. Accordingly, PantherExpress is mandated to follow University of Pittsburgh policies that govern user access to the system, including Computer Access and Use Policy AO 10 and University Administrative Computer Data Security and Privacy Policy AO 35. Adherence to this policy is overseen by the University's Internal Auditing Department and is subject to review by internal and external entities, as well as the NIH.

Each person requiring access to PantherExpress must register for a unique user account. Group accounts cannot be created.

To gain access to the PantherExpress System you must:

  1. Complete the User Profile Form
    • Download the form before filling in editable fields to avoid any limitations from the browser preview of the form.
    • Complete lines 1 through 7 on page 3, and sign line #12.
    • Submit to PantherExpress System Solutions
  2.  Submit a conflict of interest disclosure through MyDisclosures to comply with University Policy FN 06.
  3. Complete the required role-based training
    • You will receive an email with instructions to complete the training required based on the role you selected on the User Profile Form.
  4. Department Approvers must also submit the Department Approval Form
Training

After you have followed the steps to request access (listed above), you will receive an email with instructions to complete the training that is required based on the role you selected on the User Profile Form:

  • Department Buyer
    • As a Department Buyer, you can create shopping carts in: punch-outs, hosted catalog, and standard forms for non-catalog buying. Learn more about the Buyer's role here.
    • Department Buyer training will introduce you to the PantherExpress system. You will learn how to navigate through the system, create and update purchase orders, add items to a shopping cart, navigate through the requisition, add account numbers, submit your requisitions, complete NOID resolution, auto close, and use standard forms.
  • Department Approver
    • Department Approvers approve the requisitions of Shoppers or Department Buyers who are purchasing items outside their Buyer Level. Approvers can also have a Department Buyer role. Learn more about the Approver's role here.
    • Department Approver training introduces Approvers to the PantherExpress system. You will learn how to navigate through the system, how to approve orders, and how to edit orders.
  • Shopper
    • Shoppers only have the authority to create shopping carts using: punch-outs and hosted catalogs for University-wide Contracted Suppliers. All purchases must be reviewed by a Department Approver who will assign the correct account number to their purchases. Learn more about the Shopper's role here.
    • Shopper training introduces Shoppers to the PantherExpress System and the responsibilities of a Shopper. Topics to be covered include searching the hosted catalogs and vendor punchouts and placing items into a shopping cart.
  • Specialty Forms
    • Specialty Forms in the PantherExpress System are used to submit payment requests for services agreements, events, and other payment types. Learn more about the Specialty Forms role here.
    • Specialty Forms training is mandatory for approvers of any specialty forms transactions, authors of contracts-for-services, and those who submit paper disbursements.

Training Resources

Transfer or Termination of Employment

Transfer

The PantherExpress System syncs with the University’s employee record. Users who transfer from one department to another will have their user roles (permissions) from the former department removed after their employee record updates. If the individual will be purchasing for their new department, they must submit a new User Profile Form with the proper department signatures to have their user roles activated and their account codes updated to their new department’s requirements.

PantherExpress System users with the same user roles who took training within 1 year of changing departments are not required to complete further training. Requesting different roles or access may require additional training.

Termination

When an individual leaves the University, they lose access to the system when their University account (employee record) is terminated. This will inactivate their account and remove all applicable roles in the PantherExpress System.

University Travel Card 

The University Travel Card is available to all faculty and staff who travel or who book travel on behalf of others and works in conjunction with Concur and Anthony Travel to provide you with convenient, hassle-free Travel and Expense Management. If you have a Travel Card, there is no need to prepay for travel expenses with your own funds. 

The Travel Card is the preferred payment method for all purchases related to booking or while in travel status. It is also used for select other expenses, such as dues, professional memberships, registrations, and subscriptions. 

More information about the University Travel Card can be found here.

Obtaining a Travel Card

Step 1: Complete and Submit a Travel Card Application

The Travel Card application is an electronic DocuSign form. The new University-paid Travel Card is available to all faculty and staff who travel or who book travel on behalf of others. If you have a Travel Card, there is no need to prepay for travel expenses with your own funds. If you have departmental approval to obtain a Travel Card but have not yet submitted a Travel Card application, please fill out the DocuSign form. This electronic form does all the work of routing signatures for you so there is no need to print out the form. You will need your responsibility center number to complete the form.

Step 2: Complete a Required Training Module

After your Travel Card application has been received and approved by the Travel Card administrator, you will receive and email with instructions on how to complete the required Travel Card training module.

Step 3: Complete Travel Card Acceptance Form

Upon successful completion of the training module, you will receive a link to the DocuSign Acceptance Form. The Acceptance Form requires two signatures – the cardholder’s signature, and the cardholder’s supervisor’s signature. For faculty, the second signer would be a business manager.

Step 4: Receiving your Travel Card

After you have successfully completed training and turned in a completed Travel Card Acceptance Form, the Travel Card administrator will contact you to confirm your card was processed and is being mailed. Please allow one week for delivery.

Step 5: Read the Commercial Credit Card Agreement

Your Charge Card (“Commercial  Card”) is issued by Citizens Bank, National Association. Read this Agreement thoroughly. This Agreement, as modified from time to time, governs your use of the Commercial Card and the Account ("Cardholder Account") issued in connection with the Commercial Card.

Training
In order to be eligible for Travel Card training, you must first apply for the Travel Card by completing a Travel Card Application. If you have departmental approval to obtain a Travel Card but have not yet submitted a Travel Card application, please contact your responsibility center’s business manager for a link to the application. Upon receipt of your application, the Travel Card administrator will approve your access to the Travel Card training module, and you will receive an email with instructions on how to access the module.

Training Resources

Concur for Travel & Expense Management

The Concur cloud application is used for booking travel through the booking tool as well as reconciling and submitting all travel and business expense reports. All University Travel Card charges must be reconciled in the Concur expense management system. This system should also be used for any non-Travel Card expenses that are travel-related, including purchases while in travel status, as well as business entertainment expenses, such as hosting conferences or special events.

Visit this page for more information about the Concur system.

Access

Logging into Concur

To access Concur, go to my.pitt.edu and search for Concur.

Getting Stated with Concur

  • Verify your name. It must match your government issued photo ID which you will present to airport security.
  • Verify Pitt and other email addresses
  • Enable e-Receipts option
  • Add delegates and travel arrangers that will help administer your travel
  • Establish a Mobile PIN and install the Concur, ExpenseIt and TripIt mobile apps
  • Activate your TripIt Pro subscription
Training

Quick Start Guides

Training Videos

Concur Training Webinars

The most comprehensive of the training videos on this page, training webinars offer in-depth instruction on profile setup, expense management, and approver training. Select a specific topic from the links below. Training webinars run approximately 25-45 minutes.

Concur Quick Start Videos

Quick start videos run approximately 2-4 minutes and cover questions on the following topics: designating a delegate, working as a delegate, expensing using per diem, expensing group business meals, setting up groups for business meals, expensing lodging, and expensing personal car mileage. Choose a specific topic from the links below. The full playlist runs approximately 35 minutes.

Demos by Anthony Travel

The following demos were presented to live audiences in March 2017, have been recorded, and are available here for your review. Demos provide detailed walkthrough guidance on the following: Concur Overview, profile setup, and booking. Choose an individual video from the links below. The full playlist runs approximately 30 minutes.

Procurement Card (P-card)

The University offers a P-card as a supplemental purchase method for certain types of low-value, low-risk or emergency purchases. A P-card is an institutional VISA credit card administered through PNC Bank. More information about the P-card can be found here.

Obtaining a P-card
  1. Get Approval - The first step for obtaining a P-card is acquiring departmental approval. Please speak to your supervisor before submitting an application.
  2. Submit Application - the following forms need to be completed and either submitted or kept on file:
  3. Complete Required Training
    • Once your application is processed you will receive an email with a link to the training module for the P-card. At the end of the training module you must take and pass the quiz to test your knowledge on P-card usage.
    • If you need additional training, such as Reviewer, Redistribution, or Software training, please review the training section, below.
  4. Pick-up Your P-card
    • After the successful completion of the training module you will receive an email from the P-card Administrator to notify you that your P-card is available. The email will include the P-card Acceptance form as an attachment. To pick up the card you bring the completed form, including the signature of your supervisor, to Payment Processing at 116 Atwood St.
Training
  • Training for new P-card Holders: All new P-card holders must complete training. Access to this training is granted upon completion of the P-card Access Form.
  • Training for P-card Reviewers: this training is currently unavailable. Please check back for more information.
  • Training for P-card Redistribution: If you will be responsible for redistributing P-card charges you must attend the PRISM P-card Redistribution training, an in-person training. If you are only responsible for redistribution and monthly reviews and do not make P-Card purchases, you do not need to complete either of the other two online courses.
  • Training for P-card Software Purchasers: Certain types of software, as defined below under Exceptions, can be purchased on a P-card by cardholders who have completed the P-card: Purchasing Software training.

Training Resources

Transfer or Termination of Employment

When a P-card holder leaves the University or transfers to a new department, the following guidelines apply:

  • The P-card is submitted to the department administrator.
  • The administrator completes a P-card Change Request to cancel the card, noting that the P-card holder is transferring or terminating employment. Use the following applicable DocuSign form: 
  • The department administrator destroys the card.
  • No additional purchases against this P-card are to be made. 
  • For transfers, application for a P-card within a new department can be made with the new department administrator’s approval. 

VincentTM

Vincent™ is the University’s payment solution for medical study participants and other applicable individuals. Vincent™ allows for the issuance of non-personalized, re-loadable, MasterCard-branded, stored value cards.

Vincent™ offers a flexible methodology to execute payments to individuals outside of a traditional Accounts Payable vendor structure. Payments using Vincent™ are made in a controlled, auditable environment with minimal risk and exposure to staff or clients. More information about Vincent™ and paying research participants or individuals can be found here.

Access
  • Pitt employees - Send the following documentation as a pdf to: PittVincentAccess@pitt.edu and then complete the required training.
    • User Access Request Form –  All fields are required, unless labeled optional. 
      • The form must be signed by the applicant and an Authorized Department signer.
      • Digital signatures are permitted. You can find direction on digital signatures here.
      • Approval for delegated Authorized Department signature is granted only by a VincentPay Director within Pitt’s Office of the Treasurer.
    • Pitt ID Copy, or if employed elsewhere, a copy of ID from that employer.
  • Non-Pitt employees - Must obtain a Pitt User ID before this process may begin. Access to Pitt’s VincentPay™ requires a sponsor and Pitt login ID to enable the PittPassport SSO with multifactor authentication. Must completet he required training once access is provided.
  • Please note: no one will be approved for Vincent™ access until training is completed. 
  • Undergraduate students are not permitted access to Pitt’s VincentPay™ system.

Logging In to the Vincent™ System

  • The Vincent system uses the University’s Single Sign-On feature (SSO). To log in to the system, visit pitt.vincentpay.com or search for the Vincent application from my.pitt.edu
  • Vincent will redirect you to sign in with University of Pittsburgh. On the next screen, you will be required to authenticate using your Pitt credentials. If you were already authenticated in the browser you are using, SSO will automatically log you in to Vincent. 
Training

Registration is automatic, the link with instructions to the training site will be provided to the candidate once the access documentation described above is completed. No one will be approved for Vincent™ access until training is completed. 

Training Resources