Sign in to Workday.
Go to the menu in the upper left on the landing page of Workday.
Click the Add Apps button at the bottom of the Menu Bookmark.
Type PCard into the search bar. The PCard App will populate below. Click the plus button to the right to add the app to your Menu. Once processed, click Back to Menu at the top.
The App will now populate at the top of your Menu Bookmark.
When ready to reconcile, go to the PCard App:
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. The business purpose should include 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.docx
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), include this documentation with the corresponding receipt(s).
If food or beverages were purchased, first make sure that you have submitted a Business Meals Form for Food/Meals for Cost Center Manager approval prior to reconciling in Workday.
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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