NAU Financial Administration Training: PCard Reconciliation Guidelines

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The PCard & YOU!
 
AN NAU FINANCIAL ADMINISTRATION TRAINING
 
Cardholder/Reconciler 
Responsibilities
:
 Reviewing, reconciling, uploading receipts, and verifying transactions
  
weekly, if not daily.
 ALL
 transactions are to be reconciled, with receipts uploaded and
  verified 
by the monthly verification deadline.
  
Billing Date Cycle Calendar:
 
nau.edu/contracting-purchasing-services/purchasing-card/
 Cardholders 
that have not completed 
their reconciliations 
by 5:00PM
  
on the verification deadline 
will
 receive a 
Notice of Violation
.
 
PeopleSoft PCard
Reconciliation
 
Log into PeopleSoft Financials
:
Purchasing > Procurement Cards >
Reconcile > Reconcile Statement
Need to look-up a 
previous
purchase?
 An entire statement
 A specific transaction
 
Locating a
Statement
 
THE SYSTEM 
AUTOMATICALLY 
DISPLAYS YOUR TRANSACTIONS.
 
Reviewing the Bank
Statement Page
 
Enter a Description:
 5-6 words describing the goods
and/or services purchased.
Suggested format
:
(x) Background Checks INV#1040234
or
Bckgrd Ck-L. Lumberjack INV#1040234
 
 
Click the ‘
Save
 
button
 
Reviewing the
Bank Statement
Page
 
Reviewing the
Bank Statement
Page
 
 
Adding Public Purpose Under the Comments:
 
Line Comments 
is where the public purpose is recorded by the 
Reconciler
.
 
Documenting
Public Purpose
 
When entering Public Purpose
include the following:
The name (first initial, last name) of
the individual and/or
department/program the purchase
was made on behalf of
Dates & location (city, state) for
conference registration, hotel stays,
flights, etc.
The 
vendor’s full name
 
What 
IS 
the Public Purpose of this
purchase? 
How
 is it benefitting
students and/or the university?? The
for
What 
did
 you purchase? Do not
forget quantity – how many?
What speedchart(
s
) and sub-depts.
should the expense be charged to?
 
Public Purpose…
continued
 
Upl
oaded Receipts should be:
 
Itemized
 Indicate Total Amount Paid
 Include shipping and/or sales tax
  charges
 In 
.pdf 
format!!!
 
Additional documentation:
 
Email purchase approvals
 Food Forms
 Invoices & Packing Slips
 Travel Approvals/Pre-Travel
 
Required
Documentation
 
First Time Logging into OnBase:
You may receive an error message:
If you do…
SAVE 
first!
logout
 of PeopleSoft
Financials
close
 your browser down
completely
and 
start over
NOTE
: 
Use Internet Explorer (IE) or MS
Chrome to complete your reconciliations
and upload your documents! OnBase does
not play well with Firefox.
 
Documentation
Upload Process
 
Scan your receipts
 and save each
individually
 on your hard drive.
Suggested naming convention…
VendorName_Amount_Date
ACheck_275.15_7.15.19
In the OnBase Viewer window, 
click
the gray up-arrow on the top left
navigation bar to upload/import your
receipt(s).
 
Documentation
Upload…
continued
 
 Browse
 
for the receipt file you saved to your hard drive
  using 
Choose File 
or drag & drop from File Manager.
 
Verify
 that Document Type shows “
PCARD – Transaction
 Documentation
”, File Type will automatically select for you.
 
Verify
 that the transaction information and file name are
  correct.
 
Click
 
the 
blue
 
Import
 button at the bottom left to import
  the file.
 
Documentation
Upload…
continued
 
When the import finishes, look for
Imported Successfully 
in 
green
towards the top of the OnBase dialog
box.
Import additional documentation
using the same steps.
To 
verify
 that the imported
document(s) are correct, 
click
 the
folder
 icon in the upper left of the
OnBase Viewer window.
 
Documentation
Upload…
continued
 
 
If only one document has been
uploaded, it will automatically show
in the viewer window.
 
Reviewing
Uploaded
Documentation
 
In the Travel Info column:
Click the 
white
 suitcase…
ONLY
 to be used for NAU employees
and students.
If PCard transactions occur for 
non-
University affiliated travelers,
document in the ‘Public Purpose’
field.
Trip Dates 
are to reflect the 
entire
duration of the travel period –
departure & return.
List 
ALL
 travelers that the
PCard transaction pertains to.
 
Entering Traveler
Information
 
 
Refunds & Fraudulent charges
must be reconciled each month
also!
Reconciliation includes completing
the…
Description (Billing Tab)
Public Purpose statement
Upload all corresponding
documentation: original receipt,
email approvals, etc.
Examples for each scenario are
provided in the PCard Reconciliation
packet.
 
Refunds &
Fraudulent Charges
 
Updating Transaction *Status:
Change, using the drop-down menu,
from 
Stage
 to 
Verified
.
 Select All: 
 
Click this link to display
all transactions on a single page or
to change the Status all at once.
 Clear All
:  
Click this link to clear
Select All.
 
MAKE SURE TO…SAVE, SAVE, SAVE!
 
Documentation
Upload…
continued
 
P
C
a
r
d
 
D
o
s
 
a
n
d
 
D
o
n
'
t
s
 
DO!
 
Always keep your card secure.
 Reconcile your transactions 
weekly
 if not
  daily, as applicable.
 Upload 
itemized
 receipts that show 
total
  amount paid
.
 Be sure to include what speedchart(s) you
  want the expense charged to.
 Reference 
the PCard Restricted Commodities
  Policy: 
PUR 801-03-02
 
DON’T!
 Give your PCard to someone else to use!
 Use to make personal purchases.
 Use while in travel status to purchase 
your
  (personal) meals.
 Use to circumvent university purchasing
  policy.
 
PCard Policy: PUR 801-03
PCard Reconciler Training: How-to
Web-based Training Module –
 
coming soon!
 
R
e
s
o
u
r
c
e
s
!
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Discover key responsibilities for cardholders in the PCard reconciliation process at NAU, including reviewing, reconciling, and verifying transactions, with a focus on timely reconciliation and documentation. Learn how to locate statements, review bank transactions, and document public purposes effectively to ensure compliance with financial regulations.


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  1. The PCard & YOU! AN NAU FINANCIAL ADMINISTRATION TRAINING

  2. PeopleSoft PCard Reconciliation Cardholder/Reconciler Responsibilities: Reviewing, reconciling, uploading receipts, and verifying transactions weekly, if not daily. ALL transactions are to be reconciled, with receipts uploaded and verified by the monthly verification deadline. Billing Date Cycle Calendar: nau.edu/contracting-purchasing-services/purchasing-card/ Cardholders that have not completed their reconciliations by 5:00PM on the verification deadline will receive a Notice of Violation.

  3. Locating a Statement Log into PeopleSoft Financials: Purchasing > Procurement Cards > Reconcile > Reconcile Statement Need to look-up a previous purchase? An entire statement A specific transaction

  4. Reviewing the Bank Statement Page THE SYSTEM AUTOMATICALLY DISPLAYS YOUR TRANSACTIONS.

  5. Reviewing the Bank Statement Page Enter a Description: 5-6 words describing the goods and/or services purchased. Suggested format: (x) Background Checks INV#1040234 or Bckgrd Ck-L. Lumberjack INV#1040234 Click the Save button

  6. Reviewing the Bank Statement Page Adding Public Purpose Under the Comments: Line Comments is where the public purpose is recorded by the Reconciler.

  7. Documenting Public Purpose When entering Public Purpose include the following: The name (first initial, last name) of the individual and/or department/program the purchase was made on behalf of Dates & location (city, state) for conference registration, hotel stays, flights, etc. The vendor s full name

  8. Public Purpose continued What IS the Public Purpose of this purchase? How is it benefitting students and/or the university?? The for What did you purchase? Do not forget quantity how many? What speedchart(s) and sub-depts. should the expense be charged to?

  9. Required Documentation Uploaded Receipts should be: Itemized Indicate Total Amount Paid Include shipping and/or sales tax charges In .pdf format!!! Additional documentation: Email purchase approvals Food Forms Invoices & Packing Slips Travel Approvals/Pre-Travel

  10. Documentation Upload Process First Time Logging into OnBase: You may receive an error message: If you do SAVE first! logout of PeopleSoft Financials close your browser down completely and start over NOTE: Use Internet Explorer (IE) or MS Chrome to complete your reconciliations and upload your documents! OnBase does not play well with Firefox.

  11. Documentation Upload continued Scan your receipts and save each individually on your hard drive. Suggested naming convention VendorName_Amount_Date ACheck_275.15_7.15.19 In the OnBase Viewer window, click the gray up-arrow on the top left navigation bar to upload/import your receipt(s).

  12. Documentation Upload continued Browsefor the receipt file you saved to your hard drive using Choose File or drag & drop from File Manager. Verifythat Document Type shows PCARD Transaction Documentation , File Type will automatically select for you. Verify that the transaction information and file name are correct. Clickthe blueImport button at the bottom left to import the file.

  13. Documentation Upload continued When the import finishes, look for Imported Successfully in green towards the top of the OnBase dialog box. Import additional documentation using the same steps. To verify that the imported document(s) are correct, click the folder icon in the upper left of the OnBase Viewer window.

  14. Reviewing Uploaded Documentation If only one document has been uploaded, it will automatically show in the viewer window.

  15. Entering Traveler Information In the Travel Info column: Click the whitesuitcase ONLY to be used for NAU employees and students. If PCard transactions occur for non- University affiliated travelers, document in the Public Purpose field. Trip Dates are to reflect the entire duration of the travel period departure & return. List ALL travelers that the PCard transaction pertains to.

  16. Refunds & Fraudulent Charges Refunds & Fraudulent charges must be reconciled each month also! Reconciliation includes completing the Description (Billing Tab) Public Purpose statement Upload all corresponding documentation: original receipt, email approvals, etc. Examples for each scenario are provided in the PCard Reconciliation packet.

  17. Documentation Upload continued Updating Transaction *Status: Change, using the drop-down menu, from Stage to Verified. Select All: Click this link to display all transactions on a single page or to change the Status all at once. Clear All: Click this link to clear Select All. MAKE SURE TO SAVE, SAVE, SAVE!

  18. PCard Dos and Don'ts PCard Do s and Don'ts DO! DON T! Always keep your card secure. Give your PCard to someone else to use! Use to make personal purchases. Reconcile your transactions weekly if not daily, as applicable. Use while in travel status to purchase your (personal) meals. Upload itemized receipts that show total amount paid. Use to circumvent university purchasing policy. Be sure to include what speedchart(s) you want the expense charged to. Reference the PCard Restricted Commodities Policy: PUR 801-03-02

  19. Resources! Resources! PCard Policy: PUR 801-03 PCard Reconciler Training: How-to Web-based Training Module coming soon!

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