This guide will cover:
- How to reconcile purchasing card charges
Critical Concepts
Cardholders must:
- Reconcile all charges, upload receipts and provide detailed transaction description by the 5th business day of the month following the month in which the transaction was made. Failure to reconcile by the deadlines may result in an immediate suspension of the card
- Comply with all terms contained in the cardholder application
- Not allow other individuals to charge or authorize expenses on their card
Supervisors must:
- Approve all transactions in Spend Clarity by the 10th business day of the month following the month to which the transaction was made. Failure to approve transactions by the deadline may result in an immediate suspension of the Cardholder's card.
- Ensure proper use of the P-Card.
- Confirm all purchases and expenses have valid and documented business purpose, are supported by appropriate documentation, and include acceptable comments to explain the purchase.
To Reconcile Transactions
Step One:
1. Login to The Nest and locate Procurement Card Resources in the Business Expense & Travel section under the Employees tab. Expand the Procurement Card Resource and click, "Reconcile Your Card".
Step Two:
The following screen will appear:
Open and log in to the Visa Spend Clarity for Enterprise website. After entering your username and password, the Two-factor authentication window displays.
Step Three:
After logging in, the Home Screen displays. The Home Screen is a dashboard of information specific to your individual P-card account and role within SJU - cardholder or approver.
Step Four:
Click on Expenses to view your transactions. Select the transaction you wish to reconcile.
Step Five:
The following screen will appear.
Select Image Library to add your receipt and supporting documentation.
Step Six:
Use the Linked Images option if retrieving images from the mobile application otherwise Image Library is the appropriate option. Click Upload.
Step Seven:
The following screen will appear to upload your receipts.
To remove an incorrect receipt from the upload:
Step Eight:
Add budget codes
Step Nine:
Add description of purchase.
Step Ten:
Finish your reconciliation by clicking Complete and Update
Receipts
All receipts must be itemized showing:
- Vendor Name
- Vendor Address
- Date of Purchase
- Item(s) Purchased
- Amount(s)
Missing Receipts
If the Cardholder loses the receipt for a transaction, the Cardholder must attempt to obtain a copy of the receipt from the vendor. If the receipt cannot be obtained, the Cardholder must complete and submit as part of their reconciliation a Missing Receipt form. Excessive uses of the Missing Receipt form will not be allowed and may result in revocation of card privileges.
This completes the processes for reconciling a purchasing card.