Process Flow for University Credit Cards

Managers/Department Heads determine if an employee should receive a University PNC credit card. A new credit card shall be ordered upon the submission of the signed and approved Credit Card Request Form and the University Credit Card Usage Agreement. Both documents shall be emailed to Mary Nicely or Lori Oliver to begin the credit card issuance process.

The new credit card will arrive in the Business Office within 7 to 10 days from the date the card was ordered. The cardholder will receive an email notifying them of the new card along with the steps to retrieve the card.

Cardholders are responsible to ensure that all transactions have an itemized receipt scanned and attached to each transaction in Workday. The receipt should display the vendor name, items purchased, date of charge and amount charged to the card.  PLEASE NOTE: Images of actual receipts taken via an iPhone or cell phone are permissible and must be legible. Images of restaurant receipts must identify the meal(s) and drink(s) purchased along with any tip and total.

Ownership of a University PNC credit card is a privilege that can be revoked if the cardholder fails to follow the stipulations identified in the Credit Card Usage Agreement.

Each statement period ends on the last day of the month. Cardholders who have transactions ready for reconciliation will begin receiving notifications via their Workday Inbox and University Email when the transactions are downloaded from PNC to the cardholder's Workday account. Cardholder coding is due on the 8th day of the month following the close of the preceding statement period. (Example: November coding is due by December 8th).

The reconciliation process is completed in Workday via the Create Expense Report option. This step by step guide provides screenshots of the actual pages the cardholder will use during the reconciliation process. PLEASE NOTE: Pages 11-13 of the "Create Expense Report" option is for credit card transactions.

Once the cardholder has reconciled their transactions for a statement period, the Cost Center Manager (formerly "Approver" in PNC), will receive a Workday notification that there are transactions ready for approval. Approvals are due by the 13th day of the following month for the preceding statement period. Example: Approvals for the November reconciled transactions are due by December 13th). Click here for how to: Review and Approve Financial Transactions for Managers (Approvers).

A manager or employee can assign a delegate to their account who can create expense reports and spend authorizations on their behalf. Click here for how to: Delegate Expense Reports and Spend Authorizations.

If you are assigned the Delegate role, click here for: Acting as a Delegate for Creating Expense Reports or Spend Authorizations.

As the reconciled transactions are approved by the Cost Center Manager, they will post to the Budget vs. Actuals report in a timely manner.