PCard Voucher Imaging - PCard Paid Charges Aging Report

Beginning July 2007 PCard documentation will be submitted by fax imaging the same as all other vouchers. Instructions are available at http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.9 .

PCard Voucher Imaging:

PCard voucher numbers are available two to three days after charges are approved via Enterprise Reporting. PCard vouchers are rolled up by cardholder, billing date, and approval date. Remember, a cardholder may have a single voucher with multiple invoices.

There are a number of tools available to find voucher numbers:

• The PCard Paid Charges Aging Report is the preferred method. The report is available using the following navigation: Enterprise Reporting > Access Reporting > Financial Information > Purchasing > PCard Paid Charges Aging Report
• There is also a query available in Query Viewer in People Soft: UF_PC_ALL_TRANS_GETVOUCHER - Find PCard Voucher Number

When you identify the voucher number, go to the voucher and print the "Fax Cover" sheet then fax the cover sheet and all documentation for the voucher to 352-846-1020.

PCard Paid Charges Aging Report:

Beginning July 2007 the PCard Paid Charges Aging Report will no longer be required to be submitted for scanning. However, the report will still be available for your department's internal use. The Aging report is the preferred tool for finding PCard voucher numbers as well as PCard vouchers which are in error.

For each cardholder, a "PCard Paid Charges Aging Report" can be generated via Enterprise Reporting.

The Enterprise Reporting method will allow you to access reports for prior months beginning with July 2004.

The report may be found in myUFL under the following navigation:

Enterprise Reporting > Access Reporting > Financial Information (select Accept) > Purchasing > PCard Paid Charges Aging Report

Select the month of the report to be viewed by using the drop-down window.

Type in the Year (this is calendar year - not fiscal year).

Use the drop-down window to locate the appropriate four digit Department ID - the box below will populate with all cardholders in that Department.

Select the cardholder(s) and then click "Finish":

• Use the "Select All" option at the lower right of the window to select all cardholders
• Select one cardholder by clicking on the cardholder's name
• Select more than one cardholder by holding down the Control key and clicking on individual names

A report will return for each cardholder selected.

Review the report for line items/vouchers in the Budget Status "Error" and take appropriate action. For more information on correcting Budget Errors, see the "Correcting Voucher Budget Errors" instruction guide on the Bridges website.

Please contact the PCard Team at PCard@ufl.edu with any questions or comments.