Purchasing card reconciliation
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Purchasing Card Reconciliation. We will cover . Where to find card data How to add a description How to change chartfield information How to indicate approval Where to get help. DELEGATED PROCUREMENT. The Purchasing Card Cardholder must sign Cardholder Agreement

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We will cover
We will cover ...

  • Where to find card data

  • How to add a description

  • How to change chartfield information

  • How to indicate approval

  • Where to get help


Delegated procurement
DELEGATED PROCUREMENT

  • The Purchasing Card

  • Cardholder must sign Cardholder Agreement

  • Purchases limited to $5,000 or less per transaction

  • Certain items are restricted.


Purchasing card
Purchasing Card

  • Simple to Use, Saves Paperwork

  • Place order immediately - no waiting

  • No Cost for Card

  • Vendors Paid within 3 Days

  • Major Cost Avoidance for the University


Purchasing card1
Purchasing Card

  • Not for Travel or Restaurants

  • Cards Must NOT be shared

  • Issued in Individual’s Name

  • More information available at http://www.ubalt.edu/template.cfm?page=418


Where is my p card data
Where is my P-Card data?

  • The purchasing card reconciliation process is done on a monthly cycle. The cycle ends on the 25th of each month.

  • Procurement downloads the transaction data from the bank, and uploads that data into PeopleSoft each month. The data is generally loaded into PeopleSoft by the 29th of each month.

  • Procurement will send an e-mail note to all cardholders when the data is in PeopleSoft and ready for you to access. Cardholders generally have until the 9th or 10th of the following month to reconcile their statements.

  • All of your transactions will be posted to the default Account 609110, and your default Department.

  • The navigation to the statement data in PeopleSoft is: Purchasing > procurement cards > reconcile cardholder info > reconcile statement > click search >select your card from the list


Where is my card data
Where is my card data?

  • Purchasing > procurement cards > reconcile cardholder info > reconcile statement > click search >select your card from the list






  • View or change chartfield information.

  • The “chartfield” is the PeopleSoft Account, Department, Fund, Program (and sometimes Project) information.

  • The “chartfiled” information tells PeopleSoft where to get the funds for the payment..



Default account and dept
Default Account and Dept one line at a time. Then click the hyperlink labeled “Distribution”.

  • All of your transaction will be posted to the default Account and Department numbers.

  • The default account is 609110 – Purchasing Card Transaction.

  • The Default Department was assigned when you completed the Cardholder Information form. If you want to change the Default Department, send an e-mail note to the Director of Procurement with the cardholder’s name, the last four digits of the card number, the old Department number and the new Default Department number.











Where to find purchasing information
Where to Find Purchasing Information receipts have it signed by your reviewer, and send the signed log to Procurement each month.

Procurement & Materials Management Home Page

  • Listed under “Administrative Offices”

  • http://www.ubalt.edu/template.cfm?page=412


Questions
Questions receipts have it signed by your reviewer, and send the signed log to Procurement each month.

  • Blair Blankinship,

  • Director of Procurement and Material Management

  • [email protected]

    410-837-5714


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