Procurement Card Workshop Q&As

What if I can see a transaction in PNC but not in workday?

It can take a couple days for the transaction to feed over to Workday; it depends on the merchant and when they post the transaction. If you still cannot view transactions in Workday, you may not be the named cardholder or delegate in Workday. Please open a ticket with the RSC or Review the Workday Job Aid on Delegations.

 

Will we continue to have access in ActivePay?

Yes, you still retain access to PNC.

Will we be able to see the last 4 digits of the credit card on the Find Journal Lines Report in Workday (formerly Account Analysis report in Oracle)?

Card numbers are not visible in the Find Journal Lines report; the PCV (Procurement Card Verification) number is visible and may contain transactions from multiple cards.

 

Are we are required to save all financial paperwork for 7 years (as was the policy prior to RIT's implementation of Workday)?

All the information, including the receipts you attached in Workday, are now saved in Workday and can be retrieved from Workday if needed. There is no policy to keep separate copies.

 

Do we need to keep old paper packets?

The paper packets for FY25 and prior can be destroyed at the department level. The Controller's Office has them and we are now the official record holder. You should retain your packets from 7/1/2025 to 12/31/2025 until FY26 is complete - which will be around the November 2026 timeframe.

 

What happens to any PCVs if they are not fully approved by Day 3 of the close?

They will continue to exist in the system as-is until they are approved. Note that continued non-compliance may result in a loss of P-Card privileges.

 

Is there any reporting options available to view unverified transactions to determine those pending in the system?

Running the "Verify Procurement Card Transactions" task will present you with all of your transactions that have not yet been acted upon. Sort by "Bill Date" to see which are due. Running "My Procurement Card Transaction Verifications" and sorting by "Draft" status will present you with the PCVs that have been started, but not submitted for approval; sorting by "Pending" status on this report will present you with your PCVs that have been submitted for approval but have not been fully approved.

 

Are there any reports available to non-cardholders?

Organizational-level reports are available to individuals within their Organization. Please submit an RSC ticket if you need access to reporting; be sure to include what transactions you need to view and for what Organization(s) (such as Cost Center 12345, Grant 123, etc.).

 

Which memo shows up in the Find Journal Lines report?

As of January 2026, the "Memo" field on the PCV is appearing on the Find Journal Lines report. We are looking at alternative procedures. For now, feel free to include details in both "Memo" and "Line Item Details" fields.

 

How can I view transactions that occurred on a particular P-Card for reconciliation purposes?

You will need a new role in Workday to gain visibility to transactions in your Organization (that aren't made by you). Please open an RSC ticket with the relevant details (types of transactions you need to see and why; what organizational areas you should be able to access - such as certain Cost Center or Grant).

 

How can information entered prior to 90 days in the past be accessed in the "My Tasks" Archive?

The archive is different than the reports. My Procurement Card Transaction Verifications does not clear after 90 days; so information will be available to view past PCVs when viewing this report.

I started to verify a purchase but it was unfinished. Now it don't see it anymore. How do I find it again?

If you have started a Procurement Card Transaction Verification you can find them by searching "My Procurement Card Transaction Verifications" in the search bar. If your transaction is in draft, you can click on the "..." related actions next to the PCV number , navigate to procurement card transaction and "edit" to edit a PCV in draft.

 

Do we have to upload the PNC statement when verifying transactions?

No, you do not have to upload the statement unless that's a process you've developed with your team.

 

Do you have to enter the "unit of measure" and "unit cost" for each receipt?

No, the transaction pulls in the extended amount. Unit of measure and unit cost are not required.

 

If I have one P-Card, should I batch all my transactions into one verification/packet? Or should I individually verify transactions as they appear in workday?

That depends on your team/approver. Some want them batched by month, some prefer to see them as they come in.

 

How do you know what spend categories have been enabled for a specific grant or cost center?

If there are spend category restrictions on grants/cost centers, an error would populate letting you know that this spend category is not available for selection and to choose another.

 

I started several Procurement Card Transaction Verifications this month, all are in draft status still. How do I combine them so that there is only one batch routed for approval?

Under "My Procurement Card Transaction Verifications", if the PCV is in draft status, you can click on related actions and cancel the PCV. If you do this, the transactions will pull back into "Verify Procurement Card Transactions" and you will be able to add it to an existing PCV by using the blue ADD button. Please note that you will have to re-renter the transaction details if you do choose to do this. There is a Job Aid for this task that provides step-by-step instructions.

 

At what point do the transactions freeze?

PCVs can always be retrieved and edited. Upon approval of the edits, an accounting adjustment will be posted.

 

Will P-Card transactions show in “My Tasks”?

Cardholders are not notified in their Workday inbox about posted transactions. You can find them by running the "Verify Procurement Card Transactions" report.

 

What if someone gave me delegations but there is nothing on my landing page?

You would need to switch your profile to the person who gave you the delegation. There is a Job Aid in Workday called "Employee - My Tasks and Delegations" that provides step-by-step instructions.

 

For those of us with multiple P-Cards, is there a way to sort/filter in the Verify window by card number?

Unfortunately, no. You can view the last 4 digits of the card number by clicking on the Related Actions (...) on the transaction line.

 

When reviewing each transaction, do we have to do a item description for each item from the purchase, or do we just do a generic line item description for the whole order?

Line Item Description is required for each transaction. If you are purchasing multiple categories of things in one transaction, do your best to capture the description of all items.

 

If, as a cardholder, I name my colleague as a delegate to verify P-Card purchases, is it best practice to include an end-date, or leave it open ended? Will the delegee get a task notification for each verification that is needed?

You must enter an End Date, but that date can be far in the future. They will retain access to complete the task, but you will need to work together to determine when they will or will not do so.

 

When we entered our information in ActivePay under the old system, at the end of the month we would produce a report called “Expense Log” that would include our justification notes and account numbers charged. Is there a report like that in Workday?

There is a "Grid View" that will display the transactions in a similar format to the "Expense Log" from PNC. Please see the "Employee - Verify Procurement Card Transactions" Job Aid in Workday.

 

What are the required Costing worktags?

The required Costing worktags are marked by an asterisk (*). If you have additional questions about worktags, please review the FDM web page.

 

Under what circumstances are optional fields required (such as Item, Tax Applicability, Quantity, etc.)?

They are never required on PCVs; they are merely available to enter applicable details.

 

Can you explain the attachment packet. Does that still include the statement along with the receipts for the PVC#?

You don't need to attach the statement unless that's a process your department deems necessary.

 

If we are submitting batches of transactions under a single PVC number, do we need to attach the receipts in a certain order to the Header Attachments section? Or can we submit them with each individual transaction attachment section?

It depends on how your approver would want to see them. If doing them all at the header level, putting them in order, would make sense. And if you are doing them at the line level instead, you could attach your statement at the header.

 

I was curious if there was a list of the old object codes, etc. to the new numbers in workday?

A crosswalk for Oracle codes that map to Workday worktags is available through the RAFT.

 

Will we still be sending any hard copies with signatures to the P-Card Administrator? Thank you!

No, everything is submitted and completed through Workday.

 

What are the final steps to complete once all transactions are approved in Workday?

There are no more steps - once the process completed in Workday, there is nothing left to do.

 

What is the timing requirements of verifying Procurement Card transactions?

P-Card transactions need to be Verified and all Approvals obtained (in Workday) before 8:30am on Day 3 of month-end close. The month-end close process is posted on the Controller's Office website. Any PCVs approved after this date/time will delay posting until the next open period after posting. If deadlines are continually missed, P-Card privileges may be reduced/eliminated.

 

Can receipts be submitted ONLY in the attachments tab (and not attached to the individual transactions)?

Correct; you have the flexibility within your department to determine which Attachment area you would prefer to use.

 

Do I enter information into the Tax field on the PCV?

DO NOT use the Tax box on the PCV; it will create inaccurate accounting. If you received a refund on sales tax, you should treat it as you would any other refund transaction by Verifying the transaction and assigning the same Spend Category and Costing as the original transaction.

 

In My Procurement Card Transaction Verifications list how can I see a column with the Vendor name?

You can see which supplier a transaction applies to under the individual transaction. The field the supplier shows up under is "Charge Description". The same applies to a PCV but since a PCV may have multiple suppliers, you would have to look under each transaction in the PCV.

 

What if I purchase multiple items in a single transactions? Do I describe each item or a generic note for the whole purchase?

Try your best to describe the entire purchase, but a general note as to what they are for is helpful.

 

Can I create the PCV group by grant and will that route to the PI for approval? What is the best way to create groupings to be most efficient for the approvers?

We suggest bundling transactions by costing area (and by card, if appropriate). For example, group all of the transactions for a Grant into one PCV so that it routes to the PI; and another PCV for any departmental (non-Grant) transactions so those will not route to the PI for approval.

 

Can commonly used item categories be saved as defaults?

Not at this time.

 

If there is a split with another department, and we don’t want the other department to see the other transactions, should that single transaction be entered on its own PVC#?

Yes.

 

The following error appears when trying to verify transactions: "Page Error Select at least 1 credit card transaction."

This error is appearing because you have no transactions to verify. if you are certain you've made purchases, the card may not be assigned to you in Workday. Please open a ticket with the RSC.

Is the costing already entered for transactions?

The FDM costing defaults to the cardholders position organization costing on each transaction. You can edit these if the costing needs to change.

 

How do you change the cost center number?

Navigate to the Cost Center field and find the appropriate cost center (search by name or number) to add a different cost center to your transaction.

 

Can we change the default Costing Worktags for this task?

The Costing worktags on the Procurement Card Verification task default to the cardholder's Position Org Assignment (that is: where their job is costed). At this time, there is no other way to change the default worktags on the PCV task.

 

What do I do if a particular spend category is not available for a particular expense?

Best practice is to find one that most closely fits your expense.

 

When you select a grant or project, do the worktags populate automatically (and correctly)?

Grant/Project are driver worktags and will automatically populate the other worktags (cost center, operating unit, fund, program). You will still need to select a spend category as that is not driven by other worktags.

 

How do I split a transaction charge on a PCV to charge different workday tags/accounts and with a different spend category?

The Job Aid in Workday (called "Employee - Verify Procurement Card Transactions" explains how to split charges). Note that one transaction cannot be split across multiple Spend Categories; only one Spend Category per transaction is allowed. If you need to split the charges that way, you will need to complete a Journal Entry after the PCV is fully approved and posted.

 

Just to make sure, we are to edit and resubmit the PCV to change a cost center or tags within the fiscal year instead of a JE/adjustment workday equivalent, correct?

You can do it either way! Re-submitting an edited PCV will post a reversal + new accounting during the next open period after Approvals are complete.

 

We had an object code for inventory in PNC Active pay, now in Workday we do not. Will a spend category for inventory items be created?

If you think you need a new Spend Category, please open an RSC ticket for the team to investigate.

 

If a cost center, program, or project isn't active by the close date, the PCV will have to be pulled back later and corrected once the needed segment is active, right? Or is a JE necessary?

You could approach this either way.

Do we need our P-card certification packets signed, or is that going away?

Once you verify the transaction they will route to the appropriate approvers the same way the packet used to route manually. So you do not have to do the paper packets any longer - Workday does that for you now.

 

Is there a way to 'see' where the transactions are in the approval process?

Yes, via the Process History on the PCV.

 

If the cost center manager and the cardholder are the same person, will they have edit capabilities?

If Cardholder and CCM are the same person, the approval will bypass the later step (in this case the CCM) because they've already 'approved' it as the cardholder.

 

Is there a way to send a reminder through WD to my manager to approve my transactions (similar to sending a reminder through Adobe for signing packets?)

Approvers are notified when a PCV has entered their inbox for review/approval. There is no mechanism at this time to send a reminder in Workday.

 

Is it possible for Managers be proxied on their direct reports purchasing?

The cardholder's supervisor is a required approver on the approval chain.

 

Can there be more than one cost center financial specialist on the same cost center and if so, how does that approval work?

If two people are assigned as a cost center financial specialist for the same cost center, they will both see the transaction but whomever takes action on the PCV first (review/approve), the transaction will then disappear from the others queue. (As only one needs to approve)

 

What does a deny do to the transaction? If already purchased anyway?

Deny' will end the routing of the PCV. The transactions will be made available again for verification.

 

Will project managers assigned to specific project accounts be automatically in the approval stream

If a transaction is charged to a Project account, the Project Manager will be in the approval routing.

 

Will the approver see the card statement to verify the transactions that they are approving?

Only if the statement is attached to the "packet" would they see the statement.

 

If we see a submitted report that seems to be stalled, who should we contact?

You can find the awaiting approver by navigation to the "Process History" tab on the submission.

 

If transactions are batched together and an approver wants an edit done to one of the transactions, when the batch goes back to the approver, does it identify the transaction that was edited?

When a PCV re-routes for approval, changes are not highlighted.

 

How can my manager send the PVC back to me to correct the reciepts?

There is a button in their Inbox task to "Send Back".

 

If I am the cardholder, how can I check who the next approver is and who the subsequent approver(s) will be?

There is not a way to see this in advance as Workday evaluates at each step who may need to approve. For example: if the CCFS edits the worktags on a PCV to charge a Grant, Workday will re-evaluate the approval workflow to include this new data point. The general approval path is as follows: Cardholder (if PCV creator was a delegee) Cost Center Financial Specialist Cardholder's Supervisor Gift/Grant/Project Manager (when appliable) Cost Center Manager(s) (when amount limits are reached)

 

I have seen P cards come through for approval with individual receipts, which is a pain. Is there anyway to disable the ability to attach indivual attachments to a verification report that has multiple entries?

There is not a way to disable this option. Please work with the cardholder(s) in your area to establish a departmental standard that works for your team.