Procurement Card Reconciliation Process in AggieExpense

AggieExpense: How to reconcile Procurement Card (P-Card) transactions.

Procurement Card and Travel Card expenses are reconciled on separate reports, as the policies and business rules that govern each card program are independent of one another.

After a P-Card transaction occurs, the expense posts to the UC Davis General Ledger.  The P-Card reconciliation process identifies the type of expense, the business purpose, the supporting receipt documentation, and the Chart of Accounts (COA) to be charged.


Process

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 expensehelp@ucdavis.edu 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 are electronic.
Reconciliation report requires review and approval by the financial department approver assigned to the account(s).  You have the ability to ad hoc route the expense report to others for approval if desired.

AggieExpense Request

  • The AggieExpense Request is used for making updates to cardholder accounts.

How to Create a P-Card Report in Expense

A report should not be created for each individual transaction, but for multiple transactions, or approximately every two weeks.

Available Expenses

All P-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.

Report Header

The report header section will then appear.  The Policy field drop-down option of P-Card 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.

Expense Section

After completing the report header, the cardholder will need to complete the following for each expense on the report:

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 expensehelp@ucdavis.edu for assistance.

Tax Issues

The Merchant Charged Sales Tax Amount should be completed if sales tax was paid directly to the merchant.

  • 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

Use the Agreement # field to enter the Agreement Number if the expense was made against an established university purchasing agreement.

Itemizing Expenses

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 for each expense:

Report Routing

Once the report is complete and submitted, it automatically routes to the financial department approver(s) assigned to the account(s) used in the report.

  • If desired, you can adhoc the report to others for approval, before it routes to the financial department approver.  If you are the financial department approver 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 financial department approver should not reconcile transactions for card accounts they manage.
  • Unlike Travel Card reports, P-Card reports do not route for departmental approval or Travel unit approval.

Special Note on Purchases for Equipment Fabrications

  1. Contact Equipment Management at eqhelp@ucdavis.edu, attaching the receipt to the email. The Equipment Management team will ensure that it is a fabrication.
  2. In AggieExpense, the Fabrication option must be selected from the Expense Types drop-down menu. 
  3. After the AggieExpense report is fully approved, a Journal Voucher document must be processed in Aggie Enterprise, to move the expense to the correct expense type. Be sure to upload the appropriate P-Card receipt(s) to the document.

Learn more about equipment fabrications.


Questions?

Contact us at cardprogramhelp@ucdavis.edu for card-specific questions. Email expensehelp@ucdavis.edu for questions about using AggieExpense.