The PCard & YOU! AN NAU FINANCIAL ADMINISTRATION

Transcript:The PCard & YOU! AN NAU FINANCIAL ADMINISTRATION:
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 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 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