Reconcile and Verify P-Card Transactions in Workday

P-Card transactions will be loaded to Workday on a daily basis and be routed to cardholders for reconciliation. Cardholders can also delegate another individual to reconcile these transactions on their behalf. It is recommended that cardholders complete the verification task regularly to ensure transactions are reviewed and approved prior to the monthly deadline.

Loralee Quintero
64 steps
6 minutes

Workday

Introduction

There are two methods that can be used to verify your procurement card transactions: 1. Use the system notifications to go to recently imported transactions. 2. Use the task "Verify Procurement Card Transactions. Use the links at the left to go directly to the section of this document you wish to view.

Verify Procurement Card Transactions Task

Tip! It is recommended that you review your Card Statement from U.S. Bank and compare it to the transactions processed in Workday. This will help to ensure that all of your transactions have been processed for the period.

Click the "Search" field and type "Verify"

Click "Verify Procurement Card Transactions"

Check the box under select.

Click "OK"

Update the information under Transaction Details

Click the "Spend Category" field.

Tip! Workday uses Spend Categories instead of Object codes. The name of the category corresponds with the description of the object code in our legacy system (example: Supplies for 28100). Search by the name of your expense rather than the account number.

Click the "Spend Category" field. You may use the menu to search for the spend category or type the name in the field and press enter.

Scroll to the right to see the extended amount.

In the memo field, add a description for the purchase.

Tip! In Workday, all grants start with GR followed by the number (the same number as our current system), and Programs (self-support, discretionary funds, Central Office) start with PR followed by the number (No dashes!)

Enter your program or grant account number. All other "Worktags" will default based on the grant or program number.

Next, attach your receipt and any pre-authorization (if applicable). Click "Select files"

Once you've finished, click on the "Submit" button.

You will see a notification that your P-Card transaction has been routed for approval

Tip! Your P-Card charges will be routed through an approval workflow based on the grant or program. Grants: The PI and post-award analyst will approve the transaction. It will then be routed to AP for review. Programs: The cardholder's manager, the cost center manager, and the financial analyst will approve the transaction. It will then be routed to AP for review.

Verifications using Notifications

Click this icon. This is your notification list.

Click "You have P-Card Transactions Pending!"

Click "Verify Procurement Card Transactions"

Click on the magnifying glass to see the transaction details.

You can view the details for this transaction. You may close this screen by clicking the X in the top right corner (not visible here). This will take you back to the original screen.

Click here.

Click "OK"

Complete the reconciliation according to the steps in the first section of this document.

I Can't Find My Transactions in Workday

If you have started to work on a transaction, but end up saving it for later, you will not find it under Verify Procurement Card Transactions. Follow the steps below to find and verify those transactions.

Click the "Search" field.

Type "My Procurement Card Transaction Verifications (Indexed)"

Click "My Procurement Card Transaction Verifications (Indexed)"

Click this icon (Related Actions menu).

Click "Edit"

This will bring up the transaction in the same format as showed previously. Complete the reconciliation as shown in the first section.

View Recently Submitted Transactions

Tip! Your Task box is where you will receive notifications of transactions that require your approval. You can also view any completed transactions from this screen.

Click this icon. This is your Task box.

The task box looks very similar to an email inbox. You will see a list of pending tasks for your attention. To view completed tasks, click on the Archive menu item at the left.

This is the P-Card verification that was just submitted. By clicking on the diagonal arrows, you can expand the screen to view the transaction that you submitted.

To view where your transaction is in the approval process, click "Process".

You can see who the approver is. If there are multiple individuals with approval authorization, they will all be listed. Any one of them may approve the transaction. Once approved, it will disappear from everyone's task list. By clicking on "Remaining Process", you can see where the transaction will go once the first approver completes their task.

If you wish to make any changes to the verification, click on the "Correct" button at the bottom. You will be able to make the required changes and resubmit the verification.

View All My Procurment Card Transactions

Tip! When using the search field in Workday, you don't have to type out the entire name. To search for My Procurement Card Transactions, you can type "my procure" and a list of suggestions will come up.

Alert! It is recommended that you run this report each month when you are notified that statements are ready. You can compare the transaction report from U.S. Bank to this report to be sure that you have verified and submitted all of your card transactions for approval and payment.

In the search field, type my procure

Click "My Procurement Card Transactions"

Use the calendar icons to select the date range you wish to view. For example, start with the prior month's statement date and select through the current month's cutoff date (always the 22nd of the month).

Use the calendar to select your dates.

You can filter based on the transaction status. Click on the menu icon.

A list of status types come up. To reconcile at the end of the period, you can leave this unfiltered, or you can filter based on the task you are performing.

Click "OK" to run the report.

This report was run by date only. You can see the transaction date, the status and the amount. This report can be exported to Excel by clicking on the circled icon. This may be useful if you are comparing your transactions to your monthly statement from U.S. Bank.

If you wish to run the report again with different parameters, click on this icon. It will bring up the selection screen for you to change the parameters and rerun the report.

Delegating Verifications

Tip! Many tasks can be delegated to an assistant on a regular basis or when you are out of the office. This will show how to delegate the verification of your Procurement Card transactions.

In the search field, type "my dele"

Click on My Delegations

Tip! If you have existing delegations, you can see and manage them from this screen.

Click "Manage Delegations" to add a delegation.

Click on the calendar icon to enter the "Begin Date" for your delegation. Do the same for the end date.

Click the "Search" field and type the name of the person who will act as your delegate. This person must have access either as an employee or a "contingent worker".

Select the person's name.

Click the "For Business Process" field.

Click the "Search" field and type "Procurement". You can scroll through a list of all processes, but it is extensive.

Click the checkbox next to "Procurement Card Transaction Verification Event".

Click "Submit"

Your delegation will be routed to your manager for approval.

Viewing Delegated Tasks

Click this icon.

Click "Switch Account"

Click on the name of the individual whose tasks have been delegated to you.

The Delegation Dashboard will show any transactions delegated to you. You will be able to select them and complete the verification according to the instructions in this document.

You should also receive a notification for delegated tasks. Click on the bell icon.

This shows that delegation has been approved.

Click "View Entire Delegations"

Click "View All Delegated Tasks"

Click "Take Action"

Click "Review" to take action on the delegated item.

Reconcile and Verify P-Card Transactions in Workday

Loralee Quintero
64 steps
6 minutes

Workday

Introduction

Verify Procurement Card Transactions Task

Click the "Search" field and type "Verify"

Click "Verify Procurement Card Transactions"

Check the box under select.

Click "OK"

Update the information under Transaction Details

Click the "Spend Category" field.

Click the "Spend Category" field. You may use the menu to search for the spend category or type the name in the field and press enter.

Scroll to the right to see the extended amount.

In the memo field, add a description for the purchase.

Enter your program or grant account number. All other "Worktags" will default based on the grant or program number.

Next, attach your receipt and any pre-authorization (if applicable). Click "Select files"

Once you've finished, click on the "Submit" button.

You will see a notification that your P-Card transaction has been routed for approval

Verifications using Notifications

Click this icon. This is your notification list.

Click "You have P-Card Transactions Pending!"

Click "Verify Procurement Card Transactions"

Click on the magnifying glass to see the transaction details.

You can view the details for this transaction. You may close this screen by clicking the X in the top right corner (not visible here). This will take you back to the original screen.

Click here.

Click "OK"

Complete the reconciliation according to the steps in the first section of this document.

I Can't Find My Transactions in Workday

Click the "Search" field.

Type "My Procurement Card Transaction Verifications (Indexed)"

Click "My Procurement Card Transaction Verifications (Indexed)"

Click this icon (Related Actions menu).

Click "Edit"

This will bring up the transaction in the same format as showed previously. Complete the reconciliation as shown in the first section.

View Recently Submitted Transactions

Tip! Your Task box is where you will receive notifications of transactions that require your approval. You can also view any completed transactions from this screen.

Click this icon. This is your Task box.

The task box looks very similar to an email inbox. You will see a list of pending tasks for your attention. To view completed tasks, click on the Archive menu item at the left.

This is the P-Card verification that was just submitted. By clicking on the diagonal arrows, you can expand the screen to view the transaction that you submitted.

To view where your transaction is in the approval process, click "Process".

If you wish to make any changes to the verification, click on the "Correct" button at the bottom. You will be able to make the required changes and resubmit the verification.

View All My Procurment Card Transactions

In the search field, type my procure

Click "My Procurement Card Transactions"

Use the calendar to select your dates.

You can filter based on the transaction status. Click on the menu icon.

A list of status types come up. To reconcile at the end of the period, you can leave this unfiltered, or you can filter based on the task you are performing.

Click "OK" to run the report.

If you wish to run the report again with different parameters, click on this icon. It will bring up the selection screen for you to change the parameters and rerun the report.

Delegating Verifications

Tip! Many tasks can be delegated to an assistant on a regular basis or when you are out of the office. This will show how to delegate the verification of your Procurement Card transactions.

In the search field, type "my dele"

Click on My Delegations

Tip! If you have existing delegations, you can see and manage them from this screen.

Click "Manage Delegations" to add a delegation.

Click on the calendar icon to enter the "Begin Date" for your delegation. Do the same for the end date.

Click the "Search" field and type the name of the person who will act as your delegate. This person must have access either as an employee or a "contingent worker".

Select the person's name.

Click the "For Business Process" field.

Click the "Search" field and type "Procurement". You can scroll through a list of all processes, but it is extensive.

Click the checkbox next to "Procurement Card Transaction Verification Event".

Click "Submit"

Your delegation will be routed to your manager for approval.

Viewing Delegated Tasks

Click this icon.

Click "Switch Account"

Click on the name of the individual whose tasks have been delegated to you.

The Delegation Dashboard will show any transactions delegated to you. You will be able to select them and complete the verification according to the instructions in this document.

You should also receive a notification for delegated tasks. Click on the bell icon.

This shows that delegation has been approved.

Click "View Entire Delegations"

Click "View All Delegated Tasks"

Click "Take Action"

Click "Review" to take action on the delegated item.