P-card Procedures & Training

Standard Monthly Cycle

• Cardholders, or assistants, will collect receipts and documentation throughout the month.
• Transactions will be processed in PaymentNet throughout the month. Once per week, transactions processed the previous week will be posted to the general ledger.
• Receipts/documentation will be filed in monthly cardholder statement.
• Cardholders, or assistants, may download and print statements from PaymentNet beginning the 1st business day of the new month.
• All PaymentNet account/object code changes must be processed by end of day on the 3rd business day of the new month.
• Statements will be reconciled against the monthly cardholder envelopes.
• The budget manager or their delegate will approve (sign) reconciled monthly cardholder statements.
• Approved monthly cardholder statements are due to the card Administrator the last business day of the new month.

Fiscal Year-end Prepaid Transactions

Fiscal Year-end prepaids include transactions that relate to next fiscal year, but payment is needed now. Eligible transactions include travel arrangements (registration, airfare, expenses paid prior to a trip occurring in the new fiscal year), deposits for events that occurring the new fiscal year, or subscriptions.

• Email an electronic copy of the receipt to Diana Garcia (cardadmin [at] trinity.edu), who will handle the proper account allocation. This should be done ASAP after purchase is made.
  • Include the account number to charge in the new year.
  • Include Justification for the pre-paid expense.

P-card Processing Manual

The p-card processing manual contains everything you need to know about the monthly p-card process and procedures including:

• Receiving and preparing receipts for processing
  • Filing receipts
• Processing p-card transactions in PaymentNet
  • Allocating to multiple budget accounts
  • Processing multiple transactions at the same time
  • Creating and saving transaction queries
• Requesting new accounts and/or object codes for PaymentNet
• Reconciling statements
  • Downloading statements
• Requesting journal entries for p-card transactions
• Requesting account maintenance
  • Default account changes
  • Limit adjustments