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New Procurement Card Verification Template Available on May 11

You are receiving this message because you have access to the Oracle Internet Expenses – Procurement Card application to verify purchasing card (PCard) transactions.

The university is in the process of transitioning to a unified ‘One Card’ purchasing card (PCard) that will support both travel-related expenses and traditional PCard purchases. (See the Finance News story, ‘Upcoming One Card Transition: Key Dates and Actions for Cardholders and Verifiers’).

Our goal is to ensure a well-informed and smooth transition for cardholders and transaction verifiers.  

What Verifiers Need to Know

As cardholders begin to use their One Cards, transactions will be loaded into the Oracle Internet Expenses – Procurement Card application for verification just as they are today for the current PCard and Travel cards.

To support this One Card transition and streamline the verification process, effective Monday, May 11 both business and travel expense types will be available on a single verification template called ‘Purchasing Card Template’.

The Current Verification Templates:

• Today, PCard verifiers typically use the Business Expense template for general business transactions and the Travel template for all travel-related card transactions. These templates will remain in the drop-down list and continue to be available for use (see screenshot).

New Verification Template: 

• Starting on May 11, when you verify PCard transactions in Oracle, use the new Purchasing Card Template for all card verifications. This includes One Card transactions, as well as any remaining transactions from existing PCards or previous Travel Cards that need to be verified (see screenshot).

   

   

Verification Process Requirements and Deadlines

The rest of the PCard verification process, including requirements for justifications and receipts, remain the same. Transactions must still be verified within 30 days of posting to ensure timely reconciliation of charges.

Please note that all transactions (PCard, Travel Card, and One Card) through May 31 must be verified by June 12 at 5:00 p.m. to align with fiscal year-end close deadlines. Additional communications with fiscal year-end verification deadlines are forthcoming.

Resources

• Open Office Hours: Stop by the Procurement Services Open Office Hours (Zoom) to ask questions about using the new Purchasing Card Template or for general questions about the One Card initiative. Open office hours are scheduled on the following dates:
  • Tues., May 19 from 2–3 p.m. ()
  • Wed., May 27  from 9:30–10:30 a.m. ()
  • Thurs., June 4 from 2–3 p.m. ()
  • Tues., June 9 from 10–11 a.m. ()

• Tips and Tricks:  Leverage the resources below to ensure your verifications meet all requirements and to learn some tips on streamlining the process for enhanced efficiency!
  • PCard Verification Files: Case 001 - Mission Possible [One page tip sheet]
  • (YouTube video)

• Contacts: Questions about the PCard program can be directed to Shawn Facchiano, Director of Procurement Services (sfacchia@andrew.cmu.edu) or Jon Mosimann, Procurement Specialist (jmosiman@andrew.cmu.edu). For questions specific to the Oracle PCard verification process, please contact orclhelp@andrew.cmu.edu.