ProCard Transaction Verification

Verifying Transactions 

Verifying ProCard charges will take place in Workday. It is critical to develop strong internal controls, specific to department needs for verifying ProCard transactions.

Transactions should be verified in a timely manner on a daily or weekly basis:

  • Verified transactions will post to the fund once they are approved
  • They will post in the fiscal month they were approved
  • The final day for posting transactions for a given month is the last day of the month by 4 pm

Note: If transaction is not verified, the purchase remains open and is not expensed to an appropriate funding Worktag for a given month. 

Corrections:

If a correction is needed for a card transaction, a Journal Entry would need to be fully approved by 2 pm of the 7th business day of the following month. For example: If the charge posted in August, a Journal Entry would need to be fully approved for a correction by September 12th to post in August.

Topics to Review  

Workday Information
  • Once a transaction has been selected for verification, a PC# is assigned and has a “Creation Date.” 
  • An individual will not be able to approve any PC# that was created prior to their security role being assigned.
  • The “Cancel” button in “View/Edit verification in Workday” cancels the PC# assigned to the verification and returns all transactions that were under the PC# to the cardholders list of transactions needing verification.
  • When you might want to “cancel” a verification:
    • When multiple transactions were verified (but unapproved) together and should not have been.
    • When a verification has a “creation date” earlier than the date an individual’s security role was set up and that person needs to be able to approve it.
Verification Process

Who will verify ProCard transaction?

  • The Cardholder, or
  • Procurement Data Entry Specialist

Who will approve verified transactions?

  • Procurement Data Entry Specialist, and
  • Funding Manager (Grant Manager, Cost Center Manager etc)
How to Verify Transactions

Refer to Job Aid EXP-J-06 How to Manage ProCard in Workday available in UW Connect Finance Portal for instructions on how to verify charges in Workday.

Special Fields to consider:

  • Memo Field: Use this field to add the business justification for the purchase
  • Select one of two fields to address tax:
    • Sales Tax Collected
    • Default Tax Option (to assess use tax)
  • Attachments: add the receipt or invoice
Common Error Codes/Alerts in Workday
  • Page Error: FIN_P2P_FDM_FD300, FD999 & FN999
    • Remove all of the current worktags from the Transaction Details, then re-enter the worktags starting with the Grant, Resource or Cost Center. The corresponding worktags should auto-populate. If they don't, you will need to key them in. They can't be FD300, FD999 and or FN999.
  • Page Error: Line item description is required
    • In the Transaction Details, under Item and Category, enter what was purchased in the Line Item Description. 
  • Page Alert: FIN_P2P_Sales Tax Collected Y/N?
    • This will always be an alert if the Sales Tax Collected box is not checked AND the Default Tax Option is left empty which should be the case ONLY on purchases that are tax exempt.
    • If sales tax was collected, check the “Sales Tax Collected” option. The alert will clear.
    • If Use Tax needs to be added fill in the Default Tax Option AND the Default Tax Code (city the item shipped to). The alert will clear.
Best Practices

•    Have multiple people assigned in each security role. For example, have at least two Cost Center Managers/Grant Managers for any given funding source. Only having one person in a role can result in transactions not being verified if that one person is not available. 
•    Routing issues are also caused when a cardholder is also the only Cost Center Manager/Grant Manager - Workday will not allow a cardholder to verify their own transaction. 
•    Perform regular verifications of card transactions. Card transactions cannot post to funding sources until they are verified and fully approved. All card transactions need to be verified and approved including fraud, credits, disputes, etc. Enter additional information about a transaction in the Memo field. 
•    When using filters, make sure any backup individuals use the exact same filter as the person they are backing up or they may not see the same data.
•    Filters that pull data based on cardholder name (worker) provide the best data for the user.
•    Avoid verifying multiple transactions together unless they all have the exact same funding source. They will all be put under the same PC#. Workday requires one Cost Center Manager approval per PC#; the PC# will not route to the different Cost Center Managers for each different cost center if there are multiple in the PC#.  
•    For ProCard verifications, do NOT change the company on the header page/line. The company should only be changed on the Transaction Details line of the verification when charging to a cost center in a different company than displayed in the header. Changing of the company on the header page should only happen on expense reports (both for CTA verifications and reimbursement requests).

Receipt Policy

IMPORTANT: It is the department's responsibility to maintain receipts and other documentation. 

Purchase receipts and supporting documentation (i.e., proof of receipt of goods, business purpose, itemized list of what was purchased and pricing information) are required for all transactions. Visit the  Award Documentation Guidelines page. 

For the UW Receipt Policy, click here.

$75 Receipt Waiver

The Office of Financial Management (OFM) has approved a receipt requirements waiver for purchases up to $75, which has been reviewed and approved by UW Internal Audit. To read more about this policy and the UW Receipt Policy, click the link below.

Express Mail

Express mail shipments using freight carriers such as UPS and FedEx are exempt from Sales/Use Tax. Use the appropriate spend category. 

If your department is using FedEx/UPS on a regular basis, departments may request a shipping ProCard Ghost account (xmail) through the UW Connect Card Services Form.

Use Tax Process

It is the responsibility of University of Washington employees to ensure tax is charged to all UW purchases if the item being purchased is used in the state of Washington. Each receipt/invoice for ProCard transactions with an out of state merchant should be reviewed to determine if the merchant charged Washington State sales tax. The Default Tax Option can be used to assess use tax on charges not charged sales tax. 

For questions on what is taxable, review the Tax Office Taxability List. 

Reports

R1439 – Find Credit Card Transactions 
-Displays ProCard Transactions in draft and new status. Audience: Individuals who verify charges and administrators who are keeping track of staff work progress.
R1438 – Find Procurement Card Transaction Verifications
-Displays ProCard Verifications for any worker that have been started (In Progress). Audience: Individuals who verify charges and administrators who are keeping track of staff work progress.
R0552 – Business Processes in Flight Initiated by Me
-Displays transactions on business processes that have been submitted by the individual running the report, shows the next step in the approval process (In Progress). Audience: Cardholders keeping track of what status their charges are in.
R1523 – In-Progress Business Process Event Tracking
-Run for any worker. Audience: Administrators and Approvers auditing a unit's ProCard activity (In Progress)
R1355: Procurement Card Transactions by Payee 
-Identify potential split transaction with merchant where spend within short period of time exceeds direct buy limit of $3,500. Audience: Administrators and Approvers auditing a unit's ProCard activity 

Post Audit
The ProCard office conducts audits on ProCard transactions monthly.
The goal is to educate and assist departments on campus to ensure Washington State purchasing regulations are understood and compliance is maintained as defined by state and University policy. 
The ProCard office utilizes a tool called Oversight. Oversight searches all transactions and identifies all potentially suspicious activity based on parameters set forth by the ProCard office.
What should you do if you receive an email from Oversight?
It is important to respond to emails you receive from Oversight. You can respond directly to the email with further details about the purchase. For example, if the email you receive mentions missing notes, respond to the email with what was purchased, the business purpose, and any other important details. For fraud transactions that appear on your ProCard account, notate the purchase was fraud and reported to JPMC.
For questions, contact: procard@uw.edu.