This guide will cover:
- How to Approve P-Card Charges in Workday
- How to Reconcile P-Card charges in Workday
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 Workday 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 Approve Transactions
Step One:
Login to Workday. Under "My Tasks," the Procurement Card Transaction Verification will appear for you to approve. View the submission submitted by the cardholder:
If updates are necessary, hit 'Send Back,' which will enable for the cardholder to revise the transaction.
If no updates are needed, you may hit 'Approve.'
All P-Card Transactions under $75 do not require a receipt; however, need the following:
- Detailed Description of Charge under 'Memo' or in the Comments of the Procurement Verification
P-Cards over $75 require the following:
- Detailed Description of Charge under 'Memo' or in the Comments of the Procurement Verification
- Receipt, displaying the itemized charges or total amount of the expense.
In a case where a receipt is lost for a transaction >$75, please reach out to accountspayable@sju.edu for access to the Missing Receipt Affidavit (attached on this Knowledge Base)
To Reconcile Transactions
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Step One:
Search 'Verify Procurement Card Transactions,' which will display all of your P-Card transactions pending verification.
Step Two:
On this screen, you may 'Select' which verification you would like to complete.
Step Three:
Upon selecting a transaction and hitting 'Ok,' this will bring you to the verification screen:
Once here, you would need to insert the necessary budget information for the transaction: Cost Center, Gift, Grant, Activity Code, etc.
Additionally, you would place/insert the receipt onto the Attachments seen on the bottom of the verification.
Step Four:
Upon completion of the above, you would hit Submit
Additional Resources/Information
If you begin to verify a transaction and are unsure as to where the transaction is in the process:
Search 'My Procurement Card Transaction Verifications' This will display all past/current verifications.
If there is a transaction in 'Draft' status, you may edit the transaction by doing the following:
Once in 'My Procurement Card Transaction Verifications,' you may hit the three dots that appear next to the PV # (seen above). Once the list of Actions appears, hover over 'Procurement Card Tran...,' which would then give you the option to 'Edit' or 'Cancel' the Procurement Verification.
In the case where you accidentally hit 'Cancel,' the PV would then reappear for you to verify under 'Verify Procurement Card Transactions'
If you have any questions or concerns regarding verifying or reconciling your transactions within Workday, please reach out to accountspayable@sju.edu.
Thank you.