Procurement Card (P-Card) Expense Reconciling/Reporting

This guide will cover:

Information

The University of Wyoming procurement card (P-Card) is a VISA credit card used only for university business. Purchases made with this card must be in accordance with federal, state and university statutes, regulations, policies, and procedures. The P-Card helps to facilitate a more expedient procedure for purchasing goods for departments and is intended to be used as an additional method for the purchase of goods, not as a replacement for purchase orders.

A P-Card may be issued to a university employee (individual faculty, staff, or graduate student) or a department. An individual must request a card through his or her department. If the department head believes that it is appropriate for that individual to have a card, a completed Procurement Cardholder Agreement Form, Individual should be completed and must be approved by the department head. This form is found on the Financial Affair website > Forms > Procurement and Payment Services.

 

Procurement Card Policy and Procedures Manual

P-Card transactions must be reconciled within 30 days of the transaction posted date or the P-Card will be placed on hold.  In addition, employee personal reimbursements will not be able to be submitted or processed until those P-Card transactions older than 30 days are reconciled. After those P-Card transactions in question have been approved and the expense report indicates a paid status, the P-Card will be released from the hold and the cardholder may begin using the card again. Personal expense reimbursements may be submitted after the card has been released from the hold.

See the Procurement Card Policy and Procedures Manual for details regarding the P-Card policy, including definitions, allowable and prohibited purchases, and department responsibilities. The manual is found on the Financial Affair website > Policies and Reference Material > Procurement and Payment Services.

Note: This guide does not cover the process to review outstanding P-Card transactions via the P-Card Transactions Report (All Details and Outstanding Details) from the Reports Table of Contents on WyoCloud. To view this guide, click here.

 

 

Step One

Upon accessing WyoCloud from WyoWeb, click on the navigator in the upper left corner

  • First click My Profile to expand, then select Expenses.

  • The Travel and Expenses page will display.

  • If you are submitting an expense report on behalf of someone who has delegated this access to you, you will see a drop-down menu next to Travel and Expenses.  You will first select this employee’s name from this drop-down menu.

 

 

Step Two

Locate and select P-Card transaction(s) to update the required information for each transaction

  • Find the Expense Items that are labeled as P-Card in the Cash and Credit Card Expense Items list.

 

Note: P-Card transactions will be uploaded into WyoCloud daily, as they are received from the bank.  There is generally a 1-3 delay as the transaction processes through the merchant and bank. P-Card transactions should be reconciled within 30 days of the transaction date.

 

  • Select the P-Card entry you wish to add to an expense report by clicking on the hyperlinked date.

    • Note you may enter some detail in the fields provided on this screen, but is recommended to enter into each line to complete all fields so no required fields are missed and the expense class 999 with any other account changes can be completed.

  • This will open the P-Card Detail screen. 

 

Step Three

Single Funding Source for a Transaction

If the entire transaction should be charged to one account:

  1. Update Type to the correct expense type for the transaction (use the drop-down arrow to view the expense types).

  2. Complete a full description of the transaction/expense item in the Description field.

  3. The Merchant name should auto populate for P-Card transactions.

  4. Include the attachment (e.g., cash register receipt, credit card slip, email confirmation etc.) in the Attachments field.

If you do not have an attachment/receipt, click on Receipt Missing and attach a completed Substitute Receipt form found on the Financial Affairs website > Forms > Procurement and Payment Services.

  1. Update the Account information or POET information to the correct chartfield string for the charge as illustrated below if necessary.

  • If you have multiple expense items available, you can toggle between them using the drop down to the left of Add to Report in the upper right-hand side of the screen to view and enter information.

  • Once you are done completing all required information for the P-Card transaction(s), click Save and Close to return to the main Travel and Expenses homepage.

  • Proceed to Step Five to add the transaction to the Expense Report and submit for approval.  If you have transaction with multiple funding sources, See Step Four.

Step Four

Multiple Funding Sources for a Transaction

Multiple Funding Sources for a Transaction

If the P-Card transaction requires more than one funding source:

1. Do Not change the Type from the default, P-Card

2. Include the attachment (e.g., cash register receipt, credit card slip, email confirmation etc.) in the Attachments field. If you do not have an attachment/receipt, click on Receipt Missing and attach a completed Substitute Receipt form found on the Financial Affairs website > Forms > Procurement and Payment Services

3. You will complete the Itemization section at the bottom of the page.

  • In the Itemization section, begin by entering the Type for your first funding source, transaction date and amount for that portion.

Based on the type of expense selected, additional fields will populate that will be required to be completed:

  1. Merchant Name: Merchant Name should populate, enter if needed.

  2. Description: Enter a complete business purpose for the expense.

  3. Account: Enter the appropriate account and/or project number.

    • If using a project, click tab after entering the project number to display the Task Number, Contract Number and Funding Source. Edit if necessary.  The Search Function may also be used if you are uncertain of the project number.

  4. Note: Ensure your browser window is fully expanded for the full project information to display. Other additional fields may populate depending on the expense type selected.

  • To add additional funding lines, click the plus icon (+) and repeat steps to complete the information about the expense item and funding source on the new line.  This can be repeated as many times as needed.

 

  • Enter the Type, Date, Amount, Description and Account for all additional lines. 

  • Once complete, verify the Remaining Balance equals zero to ensure the full transaction is itemized.

  • If you have multiple expense items available, you can toggle between them using the drop down to the left of Add to Report in the upper right-hand side of the screen to view and enter information.

  • Once you are done completing all required information for the P-Card transaction(s), click Save and Close to return to the main Travel and Expenses homepage.

Step Five

After you have completed all information for the P-Card transactions, the next step is to add the P-Card transactions to an expense report and submit the report for approval

 

It is recommended not to mix personal reimbursements and P-Card transactions on the same expense report.  A single expense report should include only personal reimbursement lines or only P-Card transaction lines.

  • From the Travel and Expenses homepage, use the checkboxes (1) to select the P-Card transactions you wish to add to one expense report; then click Create Report (2).

  • The Expense Report screen will display.  Provide a detailed business purpose in the Purpose field. 

    • It is recommended to begin the Purpose description with “P-Card” followed by the detailed business purpose. Example: P-Card expenses for hosting and office supply purchases.

  • Confirm the Payment Method is set to Electronic for expense reports containing all P-Card transactions.

  • Check the box “I have read and accept the corporate travel and expense policies.”

  • Click Submit to begin the approval process.

  • A confirmation box will appear upon returning to the main Travel and Expenses homepage confirming your submission

  • The expense report will route through the appropriate approval workflow and is considered completely reconciled when the expense reports indicate a paid status.

 

 

You have now completed steps for reconciling a P-Card transaction.

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Details

Article ID: 34026
Created
Mon 7/24/17 9:46 AM
Modified
Wed 9/21/22 5:03 PM