[Plsfaculty] The Pcard situation

Thu Mar 7 16:08:55 MST 2024

Hello,

There are two communications going out regarding PCards currently.  I apologize for the confusion and hope I can help clear it up.

Old Auto-approvals from 07/01/2022-12/31/2023 are being cleaned up by Taylor Grogg.  Emails were sent out requesting documentation for those if there was no documentation attached (the majority didn't have documentation attached) Most of the auto approvals occurred before July 2023 (200+).  I hadn't been able to take care of this myself, so I had asked for Taylor's assistance so that things can be cleaned up prior to the new fiscal year.

Current PCard transactions that are about to auto-approve emails are sent out to give a 5 day notice to people so that have time to send in the documentation so that the business office can reconcile the transaction in the UA Financials System before it auto-approves.  We will continue with this reminder process.

Every PCard holder receives a notification in their UA Financials Action list when a PCard Charge comes is charged by the vendor and comes into the financial system.  This notication will be in your UAccess Financials Action List as an FYI.  You should be reviewing these because if there is a fraudulent transaction you can identify it right away and contact us so we can take action to close the card and reissue you another one.  Screen shot below, Action List Icon is highlighted green.  If you click on this it will pull up your action list.  After you open the edoc, when you don't need to have the edoc as a reminder to send in documentation, you can click the FYI button at the bottom of the screen to remove it from your action list.

I believe this is mentioned in the PCard training, and this practice is something PCard holders should be doing to monitor the charges to their cards.

[cid:image003.png at 01DA70A8.9BC226E0]

It is awesome that you offered to reconcile the charge, but that is a task that is assigned in the system and all the charges to be reconciled for all the SPLS PCards go to reconcilers.

If we can get complete documentation at least 5 days after a charge then we won't have to spend time reminding everyone to send it in or emailing to ask for account numbers or business purpose (2 most common things that are omitted).  That would make a big difference in the efficiency of our process.  We have already implemented a new system since January and although there have been some kinks, mostly things are going well.

We will keep everyone posted as we make our way through this, things are improving.

Please let me know if you have any question,

[The University of Arizona block 'A' logo.]
Leslie Bonilla
Manager, Finance and Administration
School of Plant Sciences
THE UNIVERSITY OF ARIZONA

Forbes, 303
1140 E South Campus Dr | TUCSON, AZ 85721
Office: 520-621-8689 |
lesliebonilla at .arizona.edu<mailto:lesliebonilla at .arizona.edu>
cals.arizona.edu/spls<https://cals.arizona.edu/spls>

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From: Baltrus, David A - (baltrus) <baltrus at arizona.edu>
Sent: Thursday, March 7, 2024 11:18 AM
To: SPLS-BIZOFFICE <SPLS-BIZOFFICE at arizona.edu>; Plsfaculty at list.cals.arizona.edu
Subject: The Pcard situation

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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