Strategic Procurement Services

Strategic Procurement Services

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Reconciling Accounts

If you have been issued a Queen's Procurement Credit Card (P-Card), your responsibilities include ensuring that monthly reconciliations are completed on time. All transactions must be reviewed and settled monthly as per the posted dates on the SPS website. You will require your Scotia Bank userid and password which you were given during your training session..

It is the cardholders responsibility to ensure there card is reconciled each month by the posted dates either by themselves or designated individual who the cardholder may give authority to. Failure to reconcile on a monthly basis will result in the card being cancelled. Copies of the approved reconciliations/statements must be kept on file with original copies of receipts attached.  As previously noted, these must be kept for a minimum of 7 years (longer terms may be required for research projects).

You may also contact the Credit Card Program Manager for one on one training specific to Queen's University which we are happy to provide anytime or you may refer to the short PowerPoint Training Presentation provided on our website under "Training".  Please scroll to the bottom of the page under "P-Cards".

With the authority to purchase comes the responsibility for maintaining adequate documentation of the transaction. It is the responsibility of each unit to develop a process and assign responsibility for document retention in accordance with Queen's University's Records Management Policy.

Reviewing 

Purchasing Card transactions are posted to the Scotia Bank P-Card settlement system usually within 1 to 3 business days.  

Cardholders or a designated reviewers will log on to the Scotia Bank CentreSuite system using their web browser. Each card must have an assigned reviewer. The reviewer is the individual responsible for regularly verifying transactions on the settlement system, changing default coding, adjusting HST where applicable following the HST Guidelines. The system will automatically default the taxes to DELIVER TO:  Ontario and TAX TREATMENT TO APPY:  Normal HST Rebate.   If either the Deliver to or the Tax Treatment is not correct the reconciler will pick the appropriate province and tax treatment from the choices available from the drop down menu.  The receipt/invoice must match the charge shown on the Credit Card website identically.  An acceptable receipt needs to show the following:  Company Name, Date, Items purchased, Cost of items purchased and all applicable taxes, shipping charges etc. 

If it is a foreign transaction, the invoice/ receipt would need to match the amount shown in the "Transaction Details" screen which can be found by clicking on the "Details" button at the start of the transaction.  Foreign transactions will then need to have the proper tax rules applied to them depending on what was purchased, how it was delivered and if any tax was charged at the source.  Following the HST Guidelines mentioned above.

When reconciling with the new Chart of Accounts numbers, the Fund, Department and Account(please use the proper Account ID code that best describes your purchase) are mandatory and must have all spaces filled in with appropriate numbers for your department.  If you do not have a Program, Class, or Project these sections will be prefilled with zeros.  These may be changed during reconciliation if required,  If you take a code out of the Program, Class or Project and do not have a replacement code you must replace it with the same amount of zeros.  All Chart of Account boxes must have valid numbers in them or the transactions wil reject.

The Credit Card Program Manager  has the ability to change default GL account codes should the need arise.   

While individual cardholders most commonly reconcile their own P-Card, departments and faculties are encouraged to designate one individual in their cost center to maintain records and review transactions in for all cards in that cost center. 

If the default "Chart of Accounts" number has been changed during the reconciliation process and there are any errors in the input, Financial Services will re-key the entry back to the default "Chart of Account" numbers.  If a transactions rejects from a Project miscode these will be charged back to the Departments Operating Account and have to be corrected by that department.

Once the transaction is loaded onto the settlement system, authorized users will need to reconciled each and every transaction by the reconciliation dates on Strategic Procurement Services website to make any of the necessary changes which were noted above. When all transactions for a given cycle date have been reviewed, a "Cardholder Expense Report" must be printed, signed by the cardholder and supervisor within the allotted reconciliation timeframe. 

Please note that a "Cardholder Expense Reports" needs to be printed and signed by both the cardholder and the supervisor every month even if there are no transactions posted for the month. 

All original corresponding receipts for the current month are to be attached to the "Cardholder Expense Report"  and  filed locally. 

If you have a dispute with an item or amount charge to your card by a supplier, it is the cardholders responsibility to contact the supplier and resolve the dispute.  Do not click the "Dispute" button on the US Bank site.  You only contact US Bank if you deem the transaction charge is a "Fraud".  If you have any question please contact the Credit Card Program Assistant.

Failure to reconcile could result in incorrect GL accounts being charged as well as incorrect taxes being remitted.   If you have any questions regarding access to the P-Card settlement system or reconciling the card, please refer them to the Credit Card Program Manager (see Contact List). If you have forgotten your userid or password these can be reset on the signin page of Scotiabank CentreSuite.

A backup reviewer needs to be designated in the case where the reviewer will be absent during the month end reconciliation cycle process.  Cardholders must forward all supporting documentation, including credits to the P-Card, to the person in your department who has been assigned responsibility for document retention in a timely manner.  All transactions will be posted regardless of whether they have been marked as reviewed.

Original receipts must be kept on file for all transactions. These receipts will assist in the verification of the online transaction history and are to be filed with the signed "Cardholder Expense Report" in the department for seven years for audit purposes. If it is a research project receipts may have to be retained longer. Consult Financial Services for the correct retention period for research projects.

Documentation

Whether a purchase is made in person, via telephone, over the internet, by fax, or by email, the cardholder must obtain a sales receipt or a Procurement Credit Card (P-Card) sales slip (the same document you receive when you use your own personal credit cards) from the merchant. An acceptable receipt must show the following:  Date, Supplier name, Description of items purchase, cost of items purchase and all applicable taxes and shipping charges.  The amount of the invoice must match the charge to the card exactly.  If it does not match exactly the cardholder must go back to the supplier and request a new invoice/receipt. Purchases made on your card are charged to a pre-established default general ledger account code (default cannot be a sponsored fund). When purchasing item(s) over the internet, print the order and confirmation showing items purchase, date, cost, etc., for confirmation and auditing purposes as this may be the only receipt issued.

Receipts must be kept for a minimum of 7 years. If receipts are for a Research project please contact Financial Services for the time period over the 7 years receipt must be maintained for.

Note:  Please ensure documentation is accessible to at least one other person in your department during a temporary leave of absence from the University (e.g., sabbatical, sick leave, maternity leave, etc.)

Missing Receipts

While all efforts should be made to acquire and retain original receipts, in the event that documentation for a purchase is missing or receipts are lost or misplaced, the cardholder may contact the supplier and try to obtain a duplicate receipt/invoice. 

Managerial Oversight

Once a P-Card has been reconciled, it is necessary for documentary and audit purposes for your manager to sign off on the printed monthly cardholder activity statement in order to ensure managerial oversight and adherence to the University Procurement Card Policy.