Reviewing and reconciling your monthly statement
your monthly PCard statement is easy. Just follow the steps, listed
are encouraged to review their transactions throughout the month, as
soon as they are posted to PaymentNet (Steps 1 through 10, below).
On the 21st
day of each month, or the day after the billing cycle ends,
cardholders’ electronic statements are available online at
www.paymentnet.com. See Step 12, below, for accessing your
cardholder statement and reconciling it with your PCard
Step-by-Step Instructions for Reviewing Transactions and
http://www.paymentnet.com and log on. Refer to your PaymentNet
placemat for logon hints (i.e., organization ID, user name, and
PaymentNet in the wide blue column on the left.
If you made
a transaction and it posted by the 20th day of the month, it will
appear on the next screen. If there are no transactions showing, you
did not use your PCard prior to the posting date, and you may stop
here. If transactions are showing, please continue.
haven’t already done so, click on each purchase you made, one at
a time. Doing so will take you to the Transaction Detail
Record for each transaction.
Transaction Detail Record screen, compare the details to your
itemized receipt (like we talked about in training). Is the dollar
amount correct? Were you charged tax? If the amount is incorrect or
you were charged tax, you need to speak with the vendor about
issuing a credit. In the meantime, continue reviewing this
transaction. It will be paid this month, regardless; a credit should
show up in your account next month.
large gray box to the right, on the Transaction Detail Record
screen, make sure the Fund, Function, Project,
and Object codes are correct. If they’re not, click on their
respective drop-down menus and select the correct account number.
comments in the Transaction Notes box. What did you buy and
why did you buy it? Be specific. Remember, travel purchases (all
transactions charged to object code 6210) require explanations that
include Who, What, Where, When, Why,
and the T-number (assigned by Accounts Payable when the
Official Authorization for Overnight Travel is approved).
When you have finished reviewing the transaction, click the Reviewed
box on the top left-hand side of the Transaction Detail screen.
light blue Save box on the top left-hand side of the Transaction Detail Page.
until all of your transactions are reviewed and there’s a green
check-mark in all Reviewed boxes.
word home in the upper right-hand corner of the Transaction List screen. If the current billing cycle has ended
and you wish to access your electronic statement, continue with Step
12. Otherwise, you may log off, now.
On the 21st
day of the month, or the day after the billing cycle ends, click Electronic Statement & Payment
in the blue column on the left.
Statement screen should automatically be populated with your
billing information for the month. If the screen is not filled in,
enter your PCard account number in the top left-hand box, where
indicated, and click the green arrow.
blue buttons at the top of the page allow the cardholder to print
the statement with detail or without detail. It is recommended
that cardholders Print With Detail.
Print With Detail will trigger a message box that indicates the
statement is available in PDF format. Click OK.
clicking OK, you will notice a
green arrow at
the top right-hand side of the screen beside the following message:
Download Statement in PDF Format. Click the
the green arrow
will cause a PDF of your electronic statement to open. Print a copy
of that statement for your records.
printed statement to the front of your PCard documentation
(detailed receipts, packing slips, etc.). Note: It is recommended that
you organize your documentation in the same order as your
transactions are listed on your statement.
each transaction listed on your statement against the documentation
for that transaction. Does your statement agree with what’s listed
on the itemized receipt? If so, continue. If not, resolve any
outstanding issues before proceeding.
Approval of Expenses
format. Print a copy of the form.
and sign the Approval of Expenses Statement and attach it to
the front of your statement/documentation packet. Your packet
will now include the following items in the following order: 1)
Signed Approval of Expenses Statement, 2) a copy of your detailed
electronic statement, 3) your itemized receipts (and other
documentation) in the same order as listed on your monthly
entire packet to your supervisor for approval and filing.
You have successfully reviewed your transactions and reconciled your