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Procurement Card Reconciliation Process in AggieTravel

The reconciliation of Procurement Card transactions is now completed in AggieTravel.

Note: P-Card and Travel Card expenses are to be reconciled on separate reports, as the policies and business rules that govern each card program are independent of one another.

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.

Any existing P-Card transactions in the Kuali Financial Sytstem (KFS) will need to be reconciled in KFS, but all NEW P-Card transactions are automatically importing in to AggieTravel and need to be reconciled there.


What Has Changed?

Old Process New Process
The fiscal officer or the Procurement Card Reviewer was responsible for completing the reconciliation process. The cardholder was typically not responsible for completing the reconciliation.

There are two options available:

An Object code had to be located, in order to properly identify the specific transaction expense type. The expense types are available from a drop-down menu in AggieTravel.  If you are not able to locate an appropriate expense type for your transaction, please contact the AggieTravel team at travelhelp@ucdavis.edu for assistance.
Each Procurement Card transaction had to be processed on a separate document. Multiple card transactions can be reconciled at one time on one AggieTravel 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 had to be manually completed in KFS. Receipt uploads can be electronically completed in AggieTravel.
Process required approval by the fiscal officer and any special conditions routing set up by the department for KFS documents. 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 AggieTravel.  You have the ability to ad hoc route the AggieTravel report to others for approval if desired.

What Has Not Changed?


Why Has the Process Changed?

  • Improve and expedite the Procurement Card reconciliation process
  • Add ability to process multiple reconciliations at one time
  • Centralize card reconciliation process for Travel Card and Procurement Card in one system, AggieTravel
  • Previous platform for P-Card reconciliation, Kuali Financial System (KFS), will be replaced by Aggie Enterprise in several years.

How to Create a P-Card Report in AggieTravel

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

Available Expenses

All Procurement Card expenses assigned to the cardholder automatically import into AggieTravel and will appear under the Available Expenses section.  Click on the Available Expenses tile to view the expenses available for reconciliation.

Accessing Available Expenses in AggieTravel

 

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.

AggieTravel Available Expenses Screen

 

Report Header

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.

AggieTravel Report Header

 

Expense Section

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 travelhelp@ucdavis.edu for assistance.

Tax Issues

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.

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, via the buttons in the lower right corner of the screen for each expense:

Procurement Card Expense on AggieTravel Report

 

Report Routing

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.

Special Note on Purchases for Equipment Fabrications

The Fabrication option must be selected from the Expense Types drop-down menu.  After the AggieTravel 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). 

Learn more about equipment fabrications.


Learning More

The June 2021 PDF of the AggieTravel P-Card presentation is a good resource to review.  You may also wish to view the recording of the June presentation.

If you are a cardholder who hasn't used AggieTravel before, we strongly recommend that you review the following video tutorials:

  • AggieTravel Introduction
  • System Overview
  • Allocating Expenses
  • Itemizing Expenses

Each of these short videos will help you understand the basics of how AggieTravel works.


Reporting

The Transaction Listing (2) report in FIS Decision Support displays any information entered in the AggieTravel Report Key field in the Tracking # field, while data entered in the AggieTravel Agreement #/PO # field displays in the Reference field.

The Unreconciled Card Expenses Report (418) in FIS Decision Support will be updated to include unreconciled expenses on the Procurement Card. We will keep you updated as to when the report is available.


Questions?

Contact us at travelhelp@ucdavis.edu, and we will be happy to assist.