P-card Reconciliation, How To Create and Submit

Procedure for reconciling purchasing card transactions and uploading receipts for approval.

Purchasing card reconciliations should be completed each week in Workday.

1. Sign in to Workday https://link.mnsu.edu/workday
2. Open the Expenses Hub app on the left-hand tab, or search for the Expenses Hub app.
   The Overview tab shows new Pcard transactions that need to be expensed.
    
    
3. Click on the Expense Transactions tab.
   New and Pending Pcard transactions will be listed.

4. Click Create Expense Report.
5. Fill in the required and appropriate fields. (NOTE: do NOT remove or modify the Additional Worktags or the reconciliation may not complete each step in the workflow process)
   - Create Options:  Create New Expense Report
   - Memo: 2024-09-25 Pcard Reconciliation  -1234  (NOTE: identify the reconciliation with a date and the last 4 digits of your Pcard)
   - Expense Report Date: (today's date)
   - Business Purpose: Other Expense
   - Program: (search for the main cost center to expense the transactions to. NOTE: you will be able to change individual Pcard transaction cost center numbers and split cost centers later)
6. Scroll down under Credit Card Transactions and click the Select All box, or select the individual transactions to reconcile. Then click OK.

7. The transaction items will be listed on the left side of the window. Select each individual transaction to identify the Pcard transaction, where to assign that expense, and to upload the itemized receipt. Complete the following lines on the form:
   - Expense Item:  choose the correct expense category for the transaction. (NOTE: more are being added. If you cannot find the appropriate category, select Other Expenses.
   - Memo: Describe the item purchased.
   - Program: Select the appropriate program to charge the expense (previously known as cost center) (NOTE: choose carefully since you may see similar program numbers from other institutions)
   - Grant: if this transaction is part of a grant.
   - Project: if this transaction is part of a project.
8. Click Upload or drag and drop the itemized receipt into the box from your computer or mobile device. PDF, JPG, PNG and TIFF file formats can be uploaded.
9. Add a description or comment for the itemized reciept.
10. Check the Receipt Included box.
11. (optional) If the transaction will need to be split and charged to different cost centers, Click the Add button and split the expenses to the appropriate cost centers.
12. Repeat the identification and upload of itemized receipt(s) for each transaction. 

13. Click Submit to submit your reconciliation to the approval workflow.
14. Back at the Expenses Hub app, select Expense Reports. This will display the assigned Expense Report number along with the status. The Memo column displays what you entered for a description of the PCard reconciliation. 

15. You may need to approve your reconciliation before it will be submitted to the business office workflow. Click on your Inbox icon at the top right corner of the window to see any workflow approval messages.
     

TIP: Saving a copy of the expense report. 
If you would like to save a copy of the expense report, from the Expenses Hub app, Expense Reports tab:

1. Select the Expense Report: (EXP-0000001234)
2. Click the PDF icon in the upper right corner of the screen.
3. A pop-up will appear in the upper right corner when the PDF is ready to be downloaded. Open the PDF and save it to your computer.

REPORT TIPS: 
The following reports can help you with Pcard transactions. Search for the desired report in Workday.

• Find Credit Card Transactions: Help you find a transaction that may be missing.
• Business Process Transactions Awaiting Me: Help you find any processes waiting for your approval.