Reporting Transaction in UAccess Financials

1) UAccess Financials PCard Transactions  

Default Account

Each PCard is assigned a default account number and object code within the UAccess Financials Chart of Accounts. The default account is the designated account all charges on the PCard will  expense when the transactions are imported  daily within the financial system.  

Sponsored Projects Account numbers (range of 3-00000 - 4-99999) cannot be used as default account numbers for PCard activity. The account number and object code may be changed during the individual transaction by the reconciler or approver on the accounting line of the PCard Document (PCDO) Failure to properly and timely reconcile will expense the transaction to the default account.  

Requests to change the PCard default account number in UAccess Financials can be completed by the cardholder or delegate initiating a Card Services Request in Concur.  

Agency Account numbers (range of 9-00000 - 9-39999) cannot be used with the PCard Program.

If an expense needs to be split funded among multiple accounts, one PCard should be utilized to pay the vendor, and the transaction can  be allocated to the various accounts during the reconciliation process.  

To change or split the funding for an account number, or to modify an object code for a single transaction, the cardholder must inform their reconciler when submitting documentation for each transaction.   

Reconciliation 

Reconciling and approving transactions are mandatory processes.

Sixteen calendar days from the eDoc create date, the transactions will be automatically approve and expense on the default account number and object code,  regardless of whether or not the transactions has been reviewed, . If the default account number and/or object code are not appropriate for the charge, it may be necessary to do a General Error Correction (GEC).

Transactions not reconciled and/or not approved within the 16 calendar days are subject to  PCard Compliance review for policy violation and potential suspension of the PCard The Fiscal Officer must enter a note indicating the validity of the transaction and attach the supporting documentation to meet audit requirements regardless of the auto approval process.

Sales Tax

The university is not exempt from Arizona state or local sales tax. As such, sales tax is generally paid to in-state vendors as charged. For purchases from out-of-state vendors, the university self-assesses Use Tax on items used in Arizona, unless the vendor has an Arizona Tax License and collects the appropriate tax at the time of sale.

• If the transactions are tax exempt, the tax-exempt indicator should be checked to prevent use tax assessment. See Tax Services Arizona Sales and Use Tax page to help you determine when a tax-exempt indicator should be used.  
• For complete tax information refer to Tax Services.

Documentation Requirements for Reconciliation  

See UAccess Financials Reference Guides for system guidance to Reconcile and approve transactions – (Section 8) – is labelled in the tutorial under PCard Process and Procedures for Reconciling, Purchasing, Disputing and Returning

Each transaction requires the following items:

1. Clear and legible documentation as stated under Image Quality.
2. Original itemized receipt/invoice or Missing Receipt Form if no itemized receipt/invoice was obtained.
3. The detailed university business purpose.
4. Any relevant backup documentation or information. This may include authorizations, correspondence, logs/forms, packing slips or any other documents relating to the transaction.
5. Purchase Authorization Form (not required, but highly recommended)

Account for each PCard purchase with one of the following:

1. An original invoice or a Missing Receipt Form and all supporting documents, as listed above, has been attached in Notes and Attachments, or
2. Fraudulent transactions have been reported and include PCard External Fraud Documentation.  This form must be attached to all associated eDocs including any banking credits.

Additionally: 

• Each PCDO must have all the backup documentation listed above attached in Notes and Attachments in UAccess Financials.
• If a receipt/invoice pertains to multiple PCDO transactions, the original itemized receipt/invoice must be added to each associated PCDO eDoc.
• Verify that the full credit card number does not appear on any document/receipt.
• Reconcile all PCDO purchases to UAccess Analytics, or both to make sure that all purchases have been accounted for. 

2) Updating PCard Reconciling Workgroups

UAccess Financials functionality allows for business units to maintain groups of reconcilers/approvers for PCDOs. To establish a new workgroup lease, contact Accounts Payable. To add or remove individuals to a department group, create an eDoc within UAccess Financials. The PCard Liaison or an individual within the business office can add or remove individuals to the group although, the individual must take the PCard training to be added.  

Log in to UAccess Financials then select Jump to Group then enter either the Group ID or Group Name then select Search and then Edit. Please ensure there is always more than one reconciler in the group.

1. Description: Enter the reconciler’s Name.  
2. Explanation: Enter PCard Training completion date. (Example: PCard Training completed on MM/DD/YY).  
3. In the Assignees tab, select the look-up magnifier next to Member Identifier.  
   • A new search window will open. Input the correct NetID in the Employee ID field and select Search. If the correct name appears, select Return Value. If the incorrect name appears, search by first name, last name, or other search criteria available.
4. Enter the Active Form DT using the current date. This must be the current date that you are completing these steps.   
5. If this is a temporary assignment, add Active to DT (end of assignment).
6. Select Add at the end of the row
7. Select Submit

Group document will route to Accounts Payable to review and approve within two business days.  

Deleting/Removing a Reconciler  

1. Ensure a minimum of two reconcilers exist in the workgroup before removing a member and the remaining individuals are not also a cardholder in that Workgroup.
   • In UAccess Financials à Jump to à Procurement Cardholder Defaults à Cardholders NetID.  
2. If the single remaining reconciler is a cardholder, you will need to add another reconciler. Indicating the PCard(s) have been placed on hold pending the addition of a reconciler into the workgroup. Please email the liaison and cardholder.
3. If there are multiple reconcilers, edit the reconciler workgroup.
4. Go to UAccessàFinancialsàJump to Group à Enter either the Group ID or Group Name à Click Search and then Click Edit.  
5. Enter Description: Remove Reconciler & Name.
6. Explanation: Modify an existing Reconciler Workgroup.  
7. In the section Assignees locate NetID of on to Delete.  
8. On that row Click Active to Dt (If the form indicates a future date – enter the date, if not enter today’s date click) à click Inactivate.
9. Submit  

3) Documentation Requirements

The following links provide training and guidance to PCard users with supporting documentation to ensure compliance with PCard and university policy.

• Purchase Authorization Form Guidelines
• Itemized Original Receipt or Invoice Sample
• Missing Receipt Form Guidelines
• PCard Missing Documentation in UAccess Analytics
• PCard Notes and Attachment Guidelines
• Documentation Requirements & Reconciliation

4) Reconciling Transactions

Reconciling and approving transactions are mandatory processes.

Fourteen calendar days from the eDoc create date, the transactions will be auto-approved regardless of whether or not they are reconciled or approved. Transactions not reconciled and approved will auto-approved with the default account number and object code assigned to the PCard. If the default account number and/or object code are not appropriate for the charge, it may be necessary to do a General Error Correction (GEC).

Transactions not reconciled and/or not approved within the allotted time period are subject to the PCard Compliance review for policy violation.

If a transaction auto-approved without approval, Reconcilers please enter a note in the eDoc indicating that the transaction is valid and reconciled and/or approved. Note: A GEC may also be needed.

5) Disputing a Transaction

A disputed transaction can be identified as an error in the billing by the vendor or merchant to include billed for the incorrect amount, billed without receiving merchandise, billing on a cancelled order. In these scenarios the cardholder should contact the merchant to try and resolve the error direction before issuing a dispute on the card. In most cases this can be resolved promptly with a credit to the card and a rebilling of the corrected amount.  

If the cardholder is unable to resolve with the merchant, they should inform the PCard reconciler and/or approver who will contact Accounts Payable via email with the details of the dispute and work with the University banking partner to resolve.  

The dispute process does not stop or delay the payment of the charge. The merchant has been paid if the charge appears in UAccess Financials as a PCDO transaction, which needs to be reconciled and approved. The Bank of America dispute department may request information directly from the cardholder. It is important that the cardholder respond to the Bank of America dispute department within the specified time frame if they wish to continue disputing the charge.

An unrecognized or unauthorized transaction that the cardholder or responsible cardholder did not initiate is considered a fraud transaction.