Processing PCard Transactions

This guide provides detailed instructions on how to process Procurement Card (Pcard) transactions in Workday.

Overview

This guide provides detailed instructions on how to process Procurement Card (PCard) transactions in Workday. The Verify Procurement Card Transaction functionality is used to review, allocate, and process purchasing card transactions made on behalf of your department. The vendor posts transactions to your credit card account, which are then transferred into Workday.

Details / Instructions

Processing Transactions for Yourself

1. In the Workday homepage search bar, type Verify Procurement Card Transactions and select the task.
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2. This screen displays a listing of open credit card transactions that must be verified and updated with the correct cost center Worktags for your purchase.
3. Select the checkbox in the Select column for the charge you wish to verify and add to a report. Select Ok.
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4. To start building your Procurement Card report, enter the necessary information in the Transaction Detail section. The fields at the top will auto-populate.
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   • Select the item from the drop-down list or search in the Item field.
   • In the Line Item Description field, enter a brief business description.
   • Select the spend category in the drop-down list or search in the Spend Category field.
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5. Scroll to the right to view the remaining fields.
   • Enter the Unit of Measure under Transaction Amount where applicable.
   • In the Memo field, enter the detailed business justification (who, what, where, when, why).
   • If a Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will default with the Cost Center from the requestor’s default organization assignment.
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6. Scroll to the right to review the remaining fields. The Cost Center and Additional Worktags will auto-populate. Only edit these fields if instructed.
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7. In the Attachments section, add the receipt(s) or backup information by clicking Select Files.
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8. OPTIONAL: If you have any additional information that you would like to add, please enter it in the comment box.
9. If you have multiple transactions, be sure to scroll back up to the list of selected transactions, select the next transaction and repeat the review and allocation process.
10. Click Submit. 

 

Processing Transactions for an Employee

1. In the Workday homepage search bar, type Verify Procurement Card Transactions for Worker and select the task.
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2. Enter the name of the person whose PCard transaction you are verifying and enter the date.
3. Select the checkbox in the Select column for the charge you wish to verify and add to a report. Select Ok.
   • 
4. To start building your Procurement Card report, enter the necessary information in the Transaction Detail section. The fields at the top will auto-populate.
   • 
   • Select the item from the drop-down list or search in the Item field.
   • In the Line Item Description field, enter a brief business description.
   • Select the spend category in the drop-down list or search in the Spend Category field.
   • 
5. Scroll to the right to view the remaining fields.
   • Enter the Unit of Measure under Transaction Amount where applicable.
   • In the Memo field, enter the detailed business justification (who, what, where, when, why).
   • If a Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will default with the Cost Center from the requestor’s default organization assignment.
   • 
6. Scroll to the right to review the remaining fields. The Cost Center and Additional Worktags will auto-populate. Only edit these fields if instructed.
   • 
7. In the Attachments section, add the receipt(s) or backup information by clicking Select Files.
   • 
8. OPTIONAL: If you have any additional information that you would like to add, please enter it in the comment box.
9. If you have multiple transactions, be sure to scroll back up to the list of selected transactions, select the next transaction and repeat the review and allocation process.
10. Click Submit. 

See Also

Processing Travel Expense Card

Accessing PCard Draft Report