Reconciling ProCard

Reviewing Transactions 

It is critical to develop strong internal controls, specific to department needs for reconciling ProCard transactions.

Departments must ensure that every transaction is subject to a documented, independent review by someone other than the cardholder. In addition, it is strongly recommended that documentation of the review is completed within 30 days of the monthly cycle end date.

PaymentNet is a JPMC transaction review system used by cardholders and reviewers to ensure that the charges are valid, and that proper account codes and budgets are assigned to each transaction. Departments must designate individuals who are responsible for reviewing the transactions. Usually, the reviewer is the fiscal expert for the department and is assigned the responsibility for appropriate account code assignment.

Topics to Review

Reconciliation Process  

To see an in depth demonstration of step 1, watch the ProCard Cardholder training here. 

Step 1: 

• Cardholder logs into PaymentNet 
• Review transaction
• Review Use Tax 
• Validate budget and object codes
• Add notes
• Check the Cardholder box
• Important: remember to hit Save
• Complete for all transactions by the 5th business day of the month.

Step 2: 

• Reviewer logs into PaymentNet
• Validate the Cardholder's transaction

Step 3: 

• Either the Cardholder or a Reviewer runs the required UW Transaction Detail with Notes & Account Codes Report. Print, sign and date the report after the monthly cycle in PaymentNet has closed (typically the 6th business day of the month).
  • How to Generate the Required PaymentNet Transaction Detail Report
    • Click on the "Reports" tab.
    • Go to "Report List"
    • Find the "UW Transaction Detail with Notes and Account Codes" report and click on the name (not the + symbol)
    • Under "Filter Rows" click on "Account Number is equal to" to access the search criteria
    • Change the criteria to "Post Date"-"Cycle Is" and select the date range needed for your report at the far right.
    • Select "Run" report
    • To open your report, go to "Report Download." If you receive a message indicating your changes will not be saved, select "OK" and you will be forwarded to the "Report Download" page.
    • When the status of your report has been updated to "Successful" click on your report under the "Output" column (left side) to open and print your report. Do not click on your report under the "Name" column. This will re-route you back to create another report.
    • Demonstrate separation of duty and approval of transactions by having the cardholder and reviewer sign the UW Transaction Detail with Notes & Account Codes Report.

Step 4:

• Retain all documents to adhere to the UW retention policy

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. See the UW Receipt Policy page here. 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.

For the UW Receipt Policy, click here.

Express Mail Object Code

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

Use 03-24 object coding on express mail transactions prevents Use Tax (WA State sales tax collected by purchaser) from being charged.  If your department is using FedEx/UPS on a regular basis, departments may request a shipping ProCard Ghost account (xmail) through Ariba.  These types of accounts are set up with a defaulted object code of 03-24 and are restricted to shipping merchants only.

If you use your individual ProCard account, make sure to reconcile your transactions to the correct object code before the ProCard payment deadline.

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 “Add Use Tax” box is a systematic way of adding “Use Tax” to a purchase that requires a Washington state sales tax that wasn’t previously collected by the supplier. 

Important:

• PaymentNet defaults to a blank “Add Use Tax” box.
• Each morning the ProCard Office will check the “Add Use Tax” boxes for all transactions for out of state suppliers.
• The Cardholder or Reviewer should uncheck the "Use tax box" if use tax should not be charged to a purchase from an out of state supplier.
• The Cardholder or Reviewer should check the “Add Use Tax” box for any other transaction needing use tax added (i.e.: Amazon.com)
• For questions on what is taxable, review the Tax Office Taxability List. 

Use Tax Over Payments

If Use Tax was added to a purchase when it should not have been, please see the instructions how to request a use tax reversal after the transaction has posted to the budget, click here.