Verify Procurement Card Transactions (P-Card Expense Report)

Video Guide

Instructions

Cardholders can allocate p-card spend monthly through the Verify Procurement Card Transactions process 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 verification report and allocate transactions throughout the month.

From the Workday Home Screen:

1. Search Verify Procurement Card Transactions and select the task.
2. Scroll down to select the monthly card transactions per transaction date.
3. Select OK to group the transactions.
4. In the Verify Procurement Card Transactions screen, cardholders can navigate to each transaction on the transactions on the left side of the screen.
5. Within each transaction details, section, add the business purpose for the transaction in the Line Item Description field.
6. Per transaction, add the Spend Category by typing in the transaction type and selecting Enter.
   • Spend Category Examples: Catering, Office Supplies, Supplies, etc.
7. Scroll to the right in the Transaction Details to add any comments in the Memo field.
8. In the transaction details, the Cost Center, Fund, Function, Campus, and Lifetime Value fields should be reviewed for accuracy. Any allocations that require a Designated Fund, Project, Grant, or Additional Worktags should be completed as needed. Please note the Fund code field defaults to a compensation fund and must be changed to the correct fund code prior to submitting the p-card verifications. Example: FD1000
   • 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.
     • Select Split by Amount and select the plus icon in the column header to add additional budget lines.
     • Add in the partial amounts per allocation line to split the transaction allocation.
     • Select Done when all allocated line amounts have been added.
   • 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 view that the spend category and other allocation fields are correct for each transaction detail line.
   • Please note the Fund code field defaults to a compensation fund and must be changed to
     the correct fund code prior to submitting the p-card verifications. Example: FD1000
   • 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.
10. Cardholders can scroll to the bottom of the page to add any comments to communicate internally with the budget approver and or the Finance office staff.
11. Select Submit.

View the Status of an Existing P-Card Verification

To view the status of p-card transactions, search My Procurement Card Transactions in the search bar and select OK to see all transaction statuses.

To view the status of p-card verification reports, search My Procurement Card Verifications in the search bar and select OK to see all procurement card verification report statuses.