Turning in proper paperwork
Reason why your PCard paperwork will be returned
Setting up Email notification for charges posting against your PCard
Making a purchase for others
Effective May 14, 2013 if a charge on your PCard Auto-Approves (is not reconciled, due to lack of proper paperwork being submitted in a timely manner by you) in the UAccess Financials system your PCard will be suspended for 60 days. After 3 Auto-Approvals your PCard will be cancelled indefinitely.
Your PCard Assignment is a Privilege that comes with responsibility and accountability.
One of those responsibilities is submitting the proper paperwork correct, complete, and on time, within 3 days of purchase. The PCard office requires that the charge in UAccess Financials be reconciled with the original forms and receipts within 14 days of the transaction. If the original paperwork is not received and the charge is not reconciled prior to that 14th day, the charge will auto-approve in the UAccess Financials system which could be considered an audit violation on your card and on our department.
Part of that responsibility is to become familiar with your action list in UAccess Financials and you review it on a regular basis. All transactions created on your PCard are shown in your action list. Nobody else can see your action list in their UAccess Financials. This is also a good way for you to see if there are any fraudulent charges that show up on your card, so they can be handled immediately. I have attached instructions on how to sign in and find your action list in UAccess Financials. I will no longer be sending email reminders that your PCard paperwork has not yet been submitted.
Main campus is also starting to scrutinize all PCard transactions so it’s important that you start detailing all of your purchases with as much information as possible otherwise you will receive a request from Main Campus for more information. This is just the beginning, there are more to come. If you want to avoid having to answer these questions in the future, please make sure you attach as much supporting documentation as possible and in your justification, make sure you detail WHO, WHAT, WHEN, WHERE AND WHY. Most importantly, how does that expenditure benefit the U of A.
Reasons PCard paperwork will be returned
- Wrong forms submitted
- Forms not completed/incorrect
- Missing forms or back up documentation
- Missing or incomplete description or explanation for the purchase
- Forms do not match receipt
- Receipt not legible
- Word/numbers taped over on receipt
- Receipt is not itemized or detailed, showing each item purchased
- Receipt printed from an online order does not have detail, date purchased, dollar amounts
- Packing slips are used as a receipt (No packing slip will be accepted as a receipt)
There are settings in UAccess Financials so that pcard holders can receive email notifications when a charge hits their card. This will also help you know if a charge has been divided into multiple transactions or hit the card as just one transaction.
You will each need to log into UAccess Financials and change a couple of settings for you to receive these email notifications, below are step-by-step instructions on how to get to and change the settings to receive these emails. We highly encourage each of you to take a few minutes to go in and change these settings so that you will automatically be notified that a charge has hit your pcard.
Log into UAccess Financials (same login as UAccess Employee)
Click on Action List (upper left corner)
Click on Preferences (upper right corner)
Under the General section, 3rd line, email notifications – choose Immediate
Make sure the 4th line is checked for “Receive Primary Delegate Emails”
Scroll to the bottom and Save
A few answers to some anticipated questions…
- No, you cannot have your email notifications go to someone else. They will come to you only.
- No, someone else cannot change the settings for you, it must be under your login. It is against policy to give out your UAccess login and password.
- These emails will go to your university email only, because that is the email linked to your net id (of course unless you have other set ups for your university account to add to your gmail or other email accounts as I know some do)
- These emails are only going to give you basic information, such as transaction date and amount of charge. The system cannot tell what you bought.
- The amount on the email is the amount that hit your card. The PCard forms and receipts MUST match that amount. If the amount on your receipt or forms is different, then you must contact the vendor that charged your card. (This is common with Amazon order confirmations.)
- If the charges in the email notifications are divided up from one order, that is how we need the PCard forms completed. One set of forms and receipt for each transaction.
MAKING A PURCHASE FOR ANOTHER PERSON
If someone asks you to buy something using your Pcard, be sure that it is an allowable and approved charge before you make the purchase.
You are responsible for every charge on your card, therefore if a purchase made for someone else is not an allowable or approved charge, you are responsible for reimbursing the University for that expense.
You are also responsible for submitting all of the proper paperwork on time for these charges. If the proper paperwork is not submitted correctly and on time, it is your card that will be suspended.
Please contact the Business Office if you have any questions.