Funding on PCard Reconciliation Reports

It is very important to attach the correct funding source to each PCard reconciliation expense. This means that State PCard transactions can only have State funding attached to the expense line and Research Corp PCard transactions can only have Research funding attached to the expense line.  

While the system has checks in place when creating the report, it is crucial that an approver apply the correct funding to the report if they are adding funding to a report that has “I don’t know” funding or if they are making any adjustments to funding that has already been added to the report.  We have seen an increase in PCard reports that reject once they are pulled into MAP because the incorrect funding was used. These issues are caused by one of two things:

• The cardholder/delegate submitted the report with the “I don’t know my funding” option and the approver accidentally applied the incorrect funding when approving the report.
• The funding was submitted correctly by the cardholder/delegate, but an approver changed the report to the incorrect funding.

Below are some tips on ensuring that the correct funding has been added to the expense line:

1. When creating the report: - the system will stop a user from attaching the incorrect funding source to a PCard reconciliation expense line when the report is being created. If the incorrect funding has been applied, when attempting to save the expense line, the user will receive one of the two following error messages:
1. For State funds applied to a Research Corp PCard:

   b. For Research funds applied to a State PCard:

 

  2. The system will require the funding to be corrected prior to allowing the user to save the expense line to the report.

 

  3. The type of card used can be found by viewing the “Downloaded Details” section which can be found on every expense line.

1. State cards will be listed as: WVU PCard:

      b. Research cards will be listed as: WVU Research Corp PCard.

  4. If you are approving a PCard expense, the system will not prevent you from attaching the incorrect funding source, since compliance rules can only pertain to the creation of the report. If incorrect funding is attached by an approver the expense will reject in MAP. Our office will then reach out for correct funding, however this will cause a major delay in the processing. Please make sure to confirm that the card program listed in the Downloaded Details section matches the funding listed before you approve the 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.