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Multiple PCard Transactions on a Single Report

When reconciling your PCard charges, it is very important to remember NOT to submit each transaction on a separate report. The following guidelines will help you with tips on when to reconcile, how to add multiple transactions to your report, and the pros to adding multiple charges on a singular report.

When should I reconcile my PCard transactions? 

  1.  It is recommended to submit one PCard report in MyExpenses per week.
  2. If you are a regular PCard user, perhaps making charges to your PCard as often as every day, please follow the tip below:
    1. Create a draft of your MyExpenses report, as your transactions come into the system on a daily basis, add the charges to your report, then submit the final report with multiple transactions attached.

How do I add multiple transactions to my report?

  1. There are two options to add multiple transactions to your report:
    1. Option 1: Add them at one time if they are available in your E-Wallet by checking either each box or the box at the top to select all of the transactions

An Expenses screen with multiple Expenses listed 


  b. Option 2: Create your draft and go back into MyExpenses to add transactions as they are ready

                                                               i.       Select the report from your Draft queue

                                                             ii.      Select the PCard queue option

                                                           iii.      Add your transactions from the list

   2. To Note: the system does not have a limit on how many transactions can be added to a report, so feel free to add as many in a week to one report as you wish!


What are the pros to submitting a report with multiple transactions? 

  1. Less work for everyone!
    1. One report with multiple transactions benefits both the creator of report as well as all of the approvers.
    2. The creator, whether a delegate or expense owner, only has to fill out the cover page, enter the funding, and submit one report rather than multiple.
    3. Each approver can approve one report rather than having multiple in their approval queue (which can build up quickly!).
  2. Easier to track all of your reports
    1. With less reports to sort through, it’s easier to keep track of all your data. Having one report with multiple lines takes less time to view each of the transactions than looking at individual reports.
    2. By naming your reports by week, it can be easy to pull the correct transaction from the correct report due to the time stamp.

Other commonly asked questions:

  1. What if my transactions in each week do not relate to each other?
    1. That’s okay, they can and SHOULD still be put on the same report.
    2. This applies to booking for multiple people, candidates, etc. Transactions on your PCard for different employees or vendors do NOT have to go on a different report.
    3. The system does not require the reports to be linked to each other, so any variety of transactions can be added to the same report.
  2. What if I do not use my PCard very often, so I only have one (or very few) transaction(s) to reconcile?
    1. Please use your best judgment in this case.  For example, if you have one charge in your ewallet and you know that in a few days another charge is going to post and that will be the only charges you will have on your card that month, you can go ahead and wait to add those to the same report.  You will just want to make sure that if you are charging to a grant that the grant closed date is not approaching.   If you feel confident that the second transaction is going to take weeks to post to your card, you should go ahead and add your current charge to a report.

 

 

PCPS strongly encourages you to review the MyExpenses training information (videos, PDFs, and FAQ’s).

 

If you have any questions about MyExpenses, please contact  PCPS.