All transactions must be supported by documentation demonstrating the business purpose. The cardholder is responsible for submitting this to you, the account manager. It should agree with the transactions as seen on line, as to dollar amount and vendor names. Should you, the account manager see some activity you have no knowledge of, or documentation for, you will immediately contact the cardholder to remind them that they have made an unsubstantiated purchase.
Cardholders can attach notations to the documentation requesting that a purchase be expensed against an account other than the default. If this is the case, the account manager, will process the change through the HUM database (see Procedure 9-109, Corrections). Since only a limited time is provided for these changes, it is important for the cardholder to provide this information on a timely basis.
As the transactions are received they are matched to the cardholder data in the HUM environment on the account or card number. Certain pieces of information, such as the default account distribution and the applicable HRSU account numbers are combined with the data received from the bank. The combined data is appended to the card transaction data set and made available for review in HUM on the PCTRAN table. From there, Banner PV documents are created and fed to Banner on a nightly basis.
All transactions are available in HUM for historical reference but may not be distributed after posted to Banner (see Procedure 9-109, Corrections). Transactions available within the HUM database reflect the last accounting made by the department. They are also available for review on the Banner database.
Transactions will appear in Banner as PV documents whose numbers begin with MC. Within the document number, the date of the transaction and a campus indicator are also embedded. This is designed to assist in directing inquires for documentation. These transactions can be seen in Banner as individual transactions. (i.e., a single purchase from the hardware store will be a single PV in Banner) On any redistributions, both the original transaction and the distributed/corrected transaction, are available in Banner, as well as in the detail ledger files in 1032.
For example; a transaction is posted as PV MC70922002, upon review the following are immediately apparent;
An Example PCard transaction with table views and explanations of processing
Email Options
Each cardholder and their manager's select what types of events they wish to be notified for. The different events are;
On failure to update to Banner
If a document has continued to fail within X days of the SCPYDT date.
and monthly statements.
When selected, it will cause email notifications to be sent to the user specified at the "Preferred Email address" entered on the cardholder's account form. An example of the email message follows;
| Sample email message: |
Month End Reports
Each month, the cardholder, you, the account manager, and your business manager may receive detailed statements of all activity for cards for which you are responsible. This is an option on the account setup form indicated as monthly statements. It is the responsibility of the cardholder to review the statement, or to review the transactions on line, for accuracy. Any charges that are in dispute should follow the dispute process, referenced in this guide. (See Procedure 9-111, Disputed Purchases).
As the account manager, you will reconcile these statements and attach
the supporting documentation provided by the cardholder for each charge.
The business manager is required to receive a copy of the monthly statement
via email for review. If the account manager elects not to receive a monthly
statement in email, the account manager should request a copy from the
business manager. These reconciled statements with the supporting documentation,
must be reconciled and retained in the department as detailed in Procedure
9-110, Documentation and Record Retention.
| sample monthly report |