| SECTION A: University of Nebraska Purchasing Card Program | ||||||||
| Page 10 | ||||||||
| VIII. ONLINE SYSTEM | ||||||||
|
A charge is submitted to U.S. Bank, NA by a vendor/supplier when a card-holder makes a purchase with a University of Nebraska Purchasing Card. The Purchasing Card is issued in the name of the employee and as the card-holder, they are responsible for the safekeeping and use of the card. The card holder is responsible to turn in sales slips, charge card slips, internal vouchers, and any documentation that supports charges to the reconciliation clerk or bookkeeper in the department. Purchasing Card charges will be reconciled by the card-holders' department. Accounting will approve charges for processing and post expenses to the general ledger. U.S. Bank, NA transmits charges for purchases that have been submitted for payment by vendors/suppliers. These unreconciled charges will be added to the MRCN screen file every Tuesday morning. Departments will have that week to reconcile charges from the previous week. Every Friday night, reconciled charges from the previous week will be extracted from the MRCN reconciliation file for accounts payable processing. The overnight accounts payable batch process will send charges to the Nebraska Department of Administrative Services for warrant writing. The warrant payment for the charges will be returned to the University for deposit to a bank account. Electronic fund transfers will be made from this account to U.S. Bank, NA every Thursday to pay for charges transmitted approximately two weeks previous RECONCILERS New Charges Tuesday Charges for last weeks' purchases should appear on Tuesday morning. Departments have from Tuesday morning until Noon Thursday to reconcile all charges. All charges Must Be Reconciled U.S. Bank, NA has been paid. If you have a problem or a concern regarding a particular charge, contact the Vendor or Accounting (472-8778), for assistance. If you are to receive a credit from a purchase card charge, have the vendor credit it back to the cardholder. We encourage reconciling to be done on Tuesday, if there is a problem, you have until Friday Noon to solve it. All charges must be reconicled by Friday. Descriptions: There are only 50 spaces for a description. Do not use Misc. (miscellaneous), supplies or etc. Be specific with descriptions (nuts, bolts, paper, file folders, etc.) Please call 472-8778, for assistance with the reconciling process.
|
||||||||
