Financial Office

Financial Office Tip of the Week:

PCard Review

• Each Thursday PCard charges that are in the system for that week are “swept” or paid to JP Morgan Chase.
• The Friday before the charges are “swept” each reviewer needs to enter the correct accounting codes. (http://able.harvard.edu/pcard/wi/review-edit-splitcode.pdf) and a brief description of each charge.

When reviewing an invoice that has been paid with a PCard please be sure to include the invoice #, date of invoice and a brief description in the business purpose field. If there is no invoice just a brief description will do.
                           Example:
                           24567, 1/1/2008, business cards
Having the invoice number and date of invoice makes life so much easier when running detail listing reports in CREW or just going back in the PCard system to find if something has already been paid. Be brief as only the first 30 spaces will show up on some CREW reports.

• Charges are loaded into the system and can be available for reviewing 2-3 weeks before a sweep date.
• On the Friday before a sweep date, print the PCard report for the next week’s sweep (http://able.harvard.edu/pcard/wi/print-report.pdf) attach receipts and forward to the Financial Office.
• PCard receipts are due in the Financial Office one week after the sweep date.

Related links:

•  PCard manual: http://pcard.fad.harvard.edu/icb/icb.do?keyword=k38163&pageid=icb.page175563