This page provides instructions on how to reconcile Procurement Card transactions in AggieExpense.
After a Procurement Card transaction occurs, the expense posts to the UC Davis General Ledger. The Procurement Card reconciliation process identifies the type of expense, the business purpose, the supporting receipt documentation, and the account(s) to be charged.
- Procurement Cardholder Document in KFS
- How to Create a P-Card Report in AggieExpense
- Special Note on Equipment Fabrication Purchases
- Learn More
There are two options available:
|The expense types are available from a drop-down menu in. If you are not able to locate an appropriate expense type for your transaction, please contact the AggieExpense team at firstname.lastname@example.org for assistance.|
|Multiple card transactions can be reconciled at one time on one expense report. Our recommendation is that a report be created to reconcile transactions every two weeks. There isn't a maximum number of transactions allowed per report.|
|Receipt uploads can be electronically completed.|
|Reconciliation report requires review and approval by the fiscal officer(s) assigned to the account(s). Any KFS special conditions routing does not apply to the reports created in AggieExpense. You have the ability to ad hoc route the expense report to others for approval if desired.|
- The AggieExpense Request is used for making updates to cardholder accounts.
A report should not be created for each individual transaction, but for multiple transactions, or approximately every two weeks.
All Procurement Card expenses assigned to the cardholder automatically import into AggieExpense and will appear under the Available Expenses section. Click on the Available Expenses tile to view the expenses available for reconciliation.
Select the expenses that you wish to import by checking the box next to the expense(s) and then click on the Move button, and select To New Report.
The report header section will then appear. The Policy field drop-down option of PCard is to be selected, so that the appropriate rules apply to the report. Enter a Report Name that helps you to identify the associated expenses, enter your email address in the Preparer Email field, and then click on the Next button in the lower right corner of the screen.
After completing the report header, the cardholder will need to complete the following for each expense on the report (displayed on screen image below).
Select the appropriate Expense Type, enter the Business Purpose for the purchase, and the Delivery Postal Code (where possession of the purchase took place). If you are unable to locate a suitable Expense Type, please contact email@example.com for assistance.
The Merchant Charged Sales Tax Amount should be completed if the Tax Amount field is not already pre-populated with the tax data.
- If the purchase was tax-exempt, the tax amount fields should be left blank, and the Tax Exempt Purchase? field checked.
- If the purchase is subject to sales tax, but the merchant did not charge tax, leave the tax amount fields blank, and do not check the Tax Exempt Purchase? field. The required use tax will be automatically paid to the State of California Board of Equalization.
Purchases Against Agreements
There is also an Agreement # field that should be used to enter the KFS Agreement Number if the expense was made against an established university purchasing agreement.
If the receipt is separated into individual line items, or if the cardholder wishes to split the expense into multiple line items, they can do so by clicking on the Itemize button. This can be a very helpful option, for example, when splitting out any shipping/freight charges from the rest of the order. Although you are not required to itemize an individual transaction, it can be helpful for tracking purposes.
Attaching Receipts and Allocating Expenses
There are also several additional activities that must be completed, via the buttons in the lower right corner of the screen for each expense:
- Click on the Attach Receipt button to upload a required copy of the supporting documentation/receipt for each purchase.
- Click on the Allocate button to assign the expense to one or more accounts.
- If the purchase was for software, and not made against an existing agreement, make sure the previously-completed and signed Approval Form for Software and Related Services (available on the Procurement Forms page) is attached to your report.
Once the report is complete and submitted, it automatically routes to the fiscal officer(s) assigned to the account(s) for approval.
- If desired, you can adhoc the report to others for approval, before it routes to the fiscal officer. If you are the fiscal officer assigned to the account on the card, you should ad hoc route the report to ensure an appropriate separation of duties. As a best practice, the fiscal officer should not reconcile transactions for card accounts they manage.
- Unlike Travel Card reports, Procurement Card reports do not route for Departmental Review or Travel unit approval.
The Fabrication option must be selected from the Expense Types drop-down menu. After the AggieExpense report is fully approved, a General Error Correction document must be processed in the Kuali Financial System (KFS), moving the expense to the 9600 object code. Be sure to upload the appropriate Procurement Card receipt(s) to the GEC, as the GEC will not be approved without an attached receipt(s).
If you are a cardholder who hasn't used AggieExpense before, we strongly recommend that you review the following video tutorials:
- AggieExpense Introduction
- System Overview
- Allocating Expenses
- Itemizing Expenses
Each of these short videos will help you understand the basics of how AggieExpense works.
The Transaction Listing (2) report in FIS Decision Support displays the AggieExpense Report Key in the Tracking # field, while data entered in the Agreement #/PO # field displays in the Reference field.
The Unreconciled Card Expenses Report (418) in FIS Decision Support includes unreconciled expenses on the Procurement Card.
Contact us at firstname.lastname@example.org for card-specific questions. Email email@example.com for questions about using AggieExpense.