Reconciling UW Credit Cards

Formerly: How Do I Store My Pcard statements and receipts?

The first statement to reconcile in Workday will be the 7/4/2025 statement any statements before 7/4/2025 will need to be done through bplogix

UWM PCard Statement Storage Submission for all statements before 7/4/2025

Overview:

How to reconcile Purchasing Card transactions and Shared Liability Card (formerly known as Corporate Card) transactions in Workday.

Security Roles

Initiator: Employee as Self

Approver: Expense Partners

Click on the links below to skip directly to a section:

• Create an Expense Report
• Next Steps
• Additional Resources

Create an Expense Report

1. From the Workday home page, click the Menu button and select Expenses Hub.
2. In the Expenses Hub, select the Create Expense Report button.
3. Enter a brief description of the expense report in the Memo section.
4. Review the company listed in the Company field. This must match the company where the credit card was issued.
5. Select a Business Purpose for the expense report. The Purchasing Card Reconciliation business purpose can be used when reconciling unrelated Purchasing Card transactions on the same expense report.
6. Enter a driver worktag in the Program, Grant, Project or Gift field. Expense lines will default to this driver worktag, but can be changed if necessary. It is recommended to group transactions with the same funding on one expense report.
   NOTE: The Company Expense Line field must match the Company field as well as the driver worktag company.
7. Scroll down to view the Credit Card Transactions section and select the transactions to include in the expense report.
   NOTE: Purchasing card and Shared Liability card transactions may be reconciled together. Details of a transaction can be viewed using the Related Actions button (hover next to magnifying glass in Transaction column).

8. Click OK.
9. Select the Expense Lines tab.
10. Select an Expense line (card transaction).
    1. Add pertinent attachments (i.e. receipts).
    2. Add an Expense Item.
    3. Enter the business purpose ofthe transaction in the Memo field.
    4. Depending on the type of Expense Item, additional Item Details may be required.
    5. Ensure funding information is correct. Worktags can be changed at the line level.
    6. Optional: If a transaction needs to be allocated to multiple funding sources, click the Itemization button.
       1. Enter the Total Amount to allocate to the first funding source.
       2. Enter a Memo to describe the funding allocation.
       3. Enter a Program, Grant, Project or Gift worktag.
       4. Click the Add button to add an additional funding source.
       5. Repeat steps i. – iv. until the entire expense is allocated.
       6. Click Done.
11. Repeat step 10 for each expense item (card transaction) on the report.
12. Review the Expense Report and resolve any errors.
    NOTE: A critical warning, denoted with a red exclamation,is a hard stop and must be resolved before the transaction can move forward and be submitted. An alert, denoted with a yellow question mark, won’t stop a transaction from moving forward but alerts an exception approval step.
13. Click Submit.
    

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Next Steps

By clicking Submit, the Expense Report has been submitted. Next, this will be sent to an Expense Partner to approve or send back the report.