Introduction

Welcome to the Purchasing Card Reconciler's Tutorial.  This tutorial is intended to provide you with key information, definitions, processes, and responsibilities that you, as a reconciler, will assume.  The lessons provided in this site will help you:

• Understand your role and responsibility as a reconciler
• Gain knowledge of the proper procedures to follow in reconciling Purchasing Card transactions
• Understand how to deal with various purchasing card situations such as lost or duplicate receipts, credit transactions, travel issues, and other relevant topics.

Before beginning this tutorial, it is recommended that you complete the Purchasing Card Tutorial and Quiz.  The quiz may be taken by both reconcilers and those applying for a purchasing card (you should indicate you are a reconciler at the conclusion of the quiz).  You will need to log into the tutorial with your ACCESS account and password.  The tutorial and quiz can be accessed at:  

        https://www.absecom.psu.edu/PCARD_TRAINING/LOGON/WINDOW_LOGON.cfm

    ***Do not proceed with this tutorial until you have passed the cardholder tutorial and quiz.***  

This tutorial is divided into the following sections:  

Reconciler Requirements Defines a reconciler, duties, and training requirements

	IBIS Functions Describes functions used to take action on purchasing card transactions
	Allowable Receipts Defines appropriate receipts to be obtained from the Cardholder
	Reconciling Receipts (RPCC) Describes reconciliation process to be completed by reconciler
	X-Coding (applicable to University Park and Hershey accounts only) Describes the purpose for excluding costs (x-coding) and typical transactions that should be x-coded
	Prohibited Uses and Special Restrictions Outlines "gray areas" and provides link to policy on prohibited purchases
	Employee Travel and Meals Describes allowable and unallowable expenses related to travel issues
	Card Misuse and Sanctions Outlines examples of reconciler misuse and consequences
	Other Issues Defines how to manage duplicate charges, split transactions, lost or stolen cards, etc.

Each section contains important information on reconciler issues.  At the end of selected sections, there are a few questions to help you check your knowledge.  If you are not sure of the answers, re-read the section and return to the questions.

Proceed to Section One -- Reconciler Requirements

Page maintained by:  Patti Cochrane, Assistant Director, University Financial Officers
Created:  May 2003