All PCard transactions must be reconciled in Workday within two weeks of the Verification Batch Date, as an MDT policy. The Verification Batch Date is when each transaction populates in Workday; usually within five days of the actual payment. This will allow for ample time for the Business Office to review, send back for any necessary changes/adjustments, and approve within the 30-day approval window required by ASU PCard policy

Reconciling in the PCard App:

1. Sign in to Workday and navigate via one of the following paths to the PCard App.

1. Reconcile each transaction, using the instructional video below and referencing the reminders included here. PCard Reconciliation Video

Reminders:

• Attach electronic copy of receipt and corresponding backup documentation to each transaction.

  • Ensure you include itemized receipts that clearly state the purchase total and proof of payment.

  • Detail of the purchase description and business purpose (benefit to ASU) must be included in the “Memo” field. Every memo field should begin with “State of Delivery: AZ,” followed by the WHAT, WHEN, WHERE, WHY and WHO, addressing the benefit to ASU (the university/school, facilities, faculty, staff and/or students). Include dates when applicable, especially if related to a specific event (party, production, etc.). Write your business purpose in a manner that someone outside the school reviewing would have a clear understanding of what the expense was used for and it’s benefit to ASU. Some PCard holders have statements that are reused for multiple transactions to avoid having to “reinvent the wheel” each time. Think about saving these in a document on your desktop or in electronic sticky notes to make them easy to access. How to Write a Public Purpose

    

  • If you have backup approval from purchasing for a prohibited item or an item that you had to seek approval for (i.e. software purchases requiring HIDA IT security review, paint, etc.), include this documentation with the corresponding receipt(s).

  • If food or beverages were purchased, first make sure that you have obtained a completed Business Meals Form for Food/Meals including Cost Center Manager approval. Submit your form at the time of the expense to ensure you can address quickly when reconciling.

• Review Spend Categories and Accounting for accuracy, and update if necessary.

  <aside> 📌 IMPORTANT: Our new PCards do not carry their associated Department Worktags as they previously did, so adding these Worktags will be necessary at this point.

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