Verify Procurement Card Transactions (P-Card Expense Report)

Cardholders can allocate p-card spend monthly through the Verify Procurement Card Transactions task in Workday. Allocations are due on the 15th day of the month after monthly transactions have posted. Please group all monthly posted p-card transactions in a procurement card verification report and allocate transactions throughout the month by editing an open monthly PCV report through the My Procurement Card Transaction Verifications task.

Create a new Monthly P-Card Verification Report

To create a new p-card verification report, navigate to the Verify Procurement Card Transactions task to create a new transaction verification report:

1. If a monthly p-card verification report in Draft status is not available to Edit, from the Workday Home Screen, search Verify Procurement Card Transactions and select the task to create a new monthly report.
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2. Change the Document Date to the first date of the reporting month for p-card transactions. The document date is helpful for determining the monthly report dates for p-card transactions.
3. Scroll down to select the monthly p-card transactions per the transaction date.
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4. Select OK to add the transactions to a new PCV report.

Please note: If you have previously created a monthly p-card verification report, navigate to My Procurement Card Transaction Verifications task to Add p-card transactions to an open monthly p-card verification report that is in Draft status.

5. In the View Procurement Card Transaction Verification screen, cardholders can navigate to each transaction on the left side of the screen to edit the transaction allocation.
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6. For each transaction, add the business purpose for the transaction in the Memo field in the Item and Category column
7. Per transaction, add the Spend Category in the Item and Category column by typing in the spend category title and selecting Enter.
   • Spend Category examples are Catering, Office Supplies, Supplies, etc.
8. Scroll to the right in the Transaction Details section for each expense line to add the correct Cost Center and Fund allocation. Please note the Fund code field defaults to the employee compensation fund and the fund field must be changed to the correct fund code prior to submitting the p-card verification report. For example: fund code FD1000 is the current unrestricted fund.
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The Function, Campus, and Lifetime Value fields should pre-populate based on the Cost Center and Fund codes selected. Any expense allocations that require a Designated Fund, Project, Grant, or Additional Worktags should be completed if needed.

• To split a transaction budget allocation, scroll to the far right side of the Transaction Details section and select the circle icon with a zero in the Splits column.
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  • Select Split by Amount and select the plus icon in the column header to add additional budget lines.
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    • Add in the partial amounts per allocation line to split the transaction allocation.
    • Select Done when all allocated line amounts have been added
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• To split the spend category, add an additional allocation line by selecting the plus icon on the transaction details header line. After the line is added scroll to the right to review that the spend category and other allocation fields are correct for each transaction detail line.

For questions about allocations, please contact the budget approver for your department or the accounting team at accounting@acu.edu if needed.

9. Scroll down on the page per transaction line to add the receipt per transaction in the Attachments section prior to submitting the report. Drag and drop files from your desktop or choose the Select files button to upload one or more files. The receipt or supplier invoice can be uploaded as the attachment documentation.

Please submit receipt attachments in one of the following formats: PDF, JPG, JPEG, PNG, or TIF.
File formats that are not accepted for receipt attachments include: HEIC or TXT

10. To save transaction changes, select the p-card transaction line in the expense transaction list.
11. To edit the report later to add more monthly transactions, cardholders can select Save for Later and then select Close to save report changes to be edited at a later time.
12. Select Submit.

Edit or View the Status of an Existing P-Card Verification

To edit or view the status of open monthly p-card verification reports in Draft, In Progress, or Approved,
search My Procurement Card Transaction Verifications in the search bar and select OK to see all procurement card
verification reports by status.

1. During the month, to edit a previous PCV p-card transaction verification report, hover next to the PCV number to select the three dots. Navigate to Related Actions > Procurement Card Transactions > Edit.
   • Select the blue Add button to add additional monthly p-card transactions (if needed). In the Credit Card Transaction field for the new expense line, select the credit card transaction from the list of transactions
   • Repeat the Add process for all available monthly p-card transactions to add expenses to the monthly report as needed
2. Allocate the transaction Spend Category field
3. Attach the transaction receipt or invoice
4. Select Save for Later and then Close if you need to edit the report at a later time
5. Cardholders can select the Process History tab to review the business process for the PCV report to review the approval process.

Important: Please note that if a card transaction is deleted from a report to move the transaction to another
PCV report, the allocation and attached receipt will be removed from the transaction.

To View the Status of P-Card Transactions

To review the status of procurement card transactions, cardholders have the option to search My Procurement Card Transactions in the search bar and select OK to see all transaction statuses