[Plsfaculty] The Pcard situation

[Baltrus, David A - (baltrus)]

Hi all,

Obviously SPLS has a problem reconciling Pcard transactions (and yes, I definitely contribute to the problem).

There's also clearly a system somewhere that keeps track of what Pcard transactions are autoapproving within X number of days (because we all get those emails from ALVSCE Business as well). I'm guessing that someone has to go in and actually monitor this to send us emails, but if I'm wrong and there's an automatic way to do this that's great because it would make our lives easier.

One of the challenges I have with Pcard transactions is that often the invoice is only generated when the product is shipped (not when I actually purchase it). When the invoices are emailed, it hits my inbox (which is often a flaming dumpster fire) and it's easy for me to miss invoice emails amidst all the other emails and spam (from the same companies!). That these transactions are listed somewhere in the system where we can go and see them and keep track of what's actually been charged is a godsend for helping me keep track of what's outstanding and what's been reconciled.

So...is there a way that we can be trained to go in and monitor what Pcard transactions are going to autoapprove within the system in the next week (or whenever?). If I knew where to look, it would certainly help me (and I'm guessing others) keep track of things much better than relying on emails with invoices. Is there a way for Kuali (or whatever the thing is called) to email us a list of outstanding Pcard transactions that are going to autoapprove in X days?  Hell, if we're filling out Pcard PDF forms already, is there a way that we could go in and reconcile things ourselves within the system to take this out of the hands of others? You'd have a lot less autoapprovals if I knew how to go in at 11:59PM to reconcile something within the system rather than emailing the business office and hoping things get taken care of. This would also free up the business office to create financial statements without worrying about having to reconcile Pcard stuff (make us do the Pcard stuff if this is the issue taking up everyone's time! It'll be OK!). Regardless, there's got to be a better way than the way we're currently doing it because the current system is obviously not working.

Thanks,
-d

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