Can users reconcile or approve transactions using a phone or tablet?
There is a Workday app available for phones and tablets.
Who can append receipts/documentation to verifications that have been approved?
Only the central Pcard office can add documents to a transaction verification that has been fully approved.
How does the approver know or see if their cardholders have transactions that need to be submitted?
Financial staff should regularly run the “Find Pcard Transactions – CR” report to check on the status of the transactions for their cardholders and departments. This report will indicate which cardholders have transactions that need to be reconciled and submitted, transactions that are in the approval process, and transactions that have been fully verified and posted to the ledger.
Who can approve Pcard transactions when an approver is out?
If a cost center is already set up with multiple approvers, the verification will be available to the other Pcard Cost Center Managers. If there are no Pcard Cost Center Managers for that cost center, a delegation can be set up before the person’s absence begins. The delegation can only be to someone who already has the PCCM role in Workday, and must be approved by the Pcard central office.
When the returned verifications are resubmitted, how can approvers and auditors see what was done? Will there be an audit trail for it?
The process history will show that a verification was sent back, and the notes from the approver that correspond with that action. Workday will not, however, show exactly was actions were taken by the cardholder, only that the verification was resubmitted to the workflow.
Will the auditors have access to Pcard verifications, or will they continue to request it from the departments?
Auditors will be able to access all Pcard transactions in either Works or Workday, without having to contact the departments.
Can an approver find a transaction if they know a cardholder’s name?
Anyone with access to Workday can run a “Find Pcard Transaction-CR”. This report has a several prompts, which can narrow down a date range, verification status and one or more cardholders.
If a card in department A is approved by department B, how does Workday handle this?
- Read more about If a card in department A is approved by department B, how does Workday handle this?
In Workday, cardholders are associated with a department, but they are able to select any active cost center or worktag. Based upon where their transactions are allocated, the approval workflow automatically routes the verification to the approvers assigned to those cost centers and/or worktags. These approvers are then responsible for the review and approval of the transaction verification.
If the card holder has left GT, can someone else submit on their behalf?
Yes, contact pcard.ask@business.gatech.edu for assistance.
Can the approver make changes to the verification?
The approver cannot make changes to the verification. If changes need to be made, the verification should be sent back to the cardholder with notes in the comment section of what needs to be edited.