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CUNY Credit Card Reconciliation
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Staged Status
Comments
&
Attachments
Review all "Staged" status transactions for accuracy
Click the "Comments" icon to document the business reason and to attach signed receipts
Comments & Attachments cont'd
Review Chartfields
Comments to document the business justification are REQUIRED for ALL transactions
Notify Citibank and your Campus Card Program Administrator if you identify incorrect or fraudulent charges
Business justifications should easily answer:
1) What is the specific business purpose
2) Name the beneficiary of the purchase
3) Explain how the purchase was necessary, reasonable and consistent with University policies
Reconcile Statement Search
Upload and attach SIGNED proof of receipt, ( packing slips, invoices, etc.) for ALL transactions
Click the Distribution icon to review and modify Chartfields, as necessary
Search by Employee Name or Employee ID to find your transactions
Cardholders with more than one card, may want to search by Card Number
Review Chartfields cont'd
For Expense Codes refer to:
https://www.ccny.cuny.edu/sites/default/files/Pcard_Travel_NET_GL_Acct_Codes.pdf
Most commonly, a search by Employee Name or Employee ID displays ALL non-paid transactions
Generally, the "Account" chartfield will have to be modified to reflect appropriate expense codes to describe transactions
CUNYfirst Self Service for Cardholders
CUNYfirst Navigation:
Financials Supply Chain
>
Procurement Cards
Financials Supply Chain
Purchasing
>
Purchasing
Financials Supply Chain
>
Procurement Cards
Reconcile
Purchasing
Financials Supply Chain
After:
- Reviewing ALL transactions for accuracy
- Attaching receipts to ALL transactions
- Entering business reasons in the "Comments" box for ALL transactions
- Reviewing and modifying default chartfields, as necessary
Then...
Financials Supply Chain
Procurement Cards
Reconcile Statement
>
Financials Supply Chain
>
Reconcile
Purchasing
CUNYfirst Navigation
CUNYfirst Credit Card Reconciliation
Procurement Cards
Reconcile
Select and Save
TIP: SELECT transactions and SAVE as you complete review of EACH transaction
Reconcile Statement
P-Card/NET Card
Ready for Verification
Click "Notify" to inform your supervisor that your reconciliation is ready for verification
Cardholder Reconciliation: Overview
The "Notify" button opens an email template
- Review each transaction for accuracy and validity
- Document the business reason and attach signed receipts for each transaction
- Review and modify default department chartfields, as necessary
- Save and Submit for Supervisor verification
Use the "Lookup Recipient" link to find email addresses within the CUNYfirst database
Write and send a message to inform your supervisor that your card reconciliation is available for verification