Business Procurement Card (BPC) Auditing

Accounts Payable is responsible for auditing Business Procurement Card transactions to ensure all expenditures adhere to WSU and the State of Kansas policies.  WSU just launched the Chrome River software that will replace the Pcard log and eForm process!

Resources

The following resources have been assembled to assist end users with the Pcard submission process.  Additional information can be viewed by clicking on the plus sign in each section.

COVID-19 Travel and Purchases FAQ
 
Where do I make a comment that the Travel, Pcard Transaction or Purchase is related to COVID-19?

COVID Comment Location – will show you the various modules that the “COVID” term is required in.

I used my pcard for travel expenses (i.e. conference registration, airfare, rental car, hotel deposit).  The travel event has been cancelled due to COVID-19 but the pcard charges have already been reconciled in Chrome River.  What steps do I take?
  1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
  2. Open the report and click on the appropriate expense line.
  3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
  4. Contact the vendor associated with each charge and request a refund to be issued back to the pcard.
I contacted the vendor for a refund of travel related expenses (i.e. conference registration, airfare, rental car, hotel deposit), however, the vendor will not issue a refund.  How do I handle the pcard charges in Chrome River?

Reconciled Expenses

  1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
  2. Open the report and click on the appropriate expense line.
  3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
  4. Attach any correspondence from the vendor that documents their refusal to issue a refund.
  5. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.

Unreconciled Expenses

  1. Create a new expense report for the cancelled travel event.
  2. Reconcile the pcard charge as if the trip had occurred as normal.
  3. Save the expense line.
  4. Before submitting the expense report, enter “COVID” in the comment section of each expense line related to the canceled travel event.
  5. Attach any correspondence from the vendor that documents their refusal to issue a refund.
  6. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.
The airline will not refund my airfare, they will only issue a ticket credit in my name that can be applied towards a future ticket purchase. How should I handle this?
  1. Send an email to wsutraveloffice@wichita.edu to provide details about the credit (i.e. the airline carrier, amount of credit, fees assessed, etc.).
  2. Traveler enters a comment on the original expense line for the transaction indicating that a ticket credit has been obtained.
  3. Traveler tracks the unused ticket credit and applies the credit towards the airfare ticket for the next scheduled business travel event. 
  4. At the time of rebooking, airline may assess a $200 change fee. If they do, inform airline of the reason for the original cancellation (COVID-19) and send cancellation documentation to airline.
  5. Traveler provides documentation in Chrome River showing the application of the unused ticket credit.
What if I still have questions?

If you have questions or need guidance on processing your expenses in Chrome River, please contact the Travel department at accountspayable@wichita.edu or by phone at (316) 978 -5988.

Pcard Reconciliation - Including job aids

The following guides will assist you in completing the Pcard Reconciliation (Non-Travel) Expense Report within Chrome River for each transaction shown on the monthly UMB Statement.

Pcard Reconciliation (Non-Travel) Expense Report

Pcard Expense Report Quick Reference Guide

Receipts - Including job aids, receipt requirements

Receipts can be uploaded into Chrome River in various ways.  The documents below will assist you in attaching them.

Original receipts must have the following information:

  • business name
  • date of purchase
  • itemization of items purchased and their associated amounts
  • total amount of purchase
  • payment method
  • shipping and handling (if applicable)
  • tip/gratuity (if applicable)
  • If any receipt cannot be read, it will potentially be deemed an unallowable expense and the cardholder will have to reimburse the university.

The Certified Statement for Receipts form is required when:

  • a receipt is lost and a duplicate from the vendor is not available
  • the receipt is illegible
  • an itemized original receipt is not available from the vendor

Preparing the receipts for submission:

  • Ensure receipts are facing the same direction when scanning.
  • Do not write on the front or back of the receipts.
  • If you highlight any of the information on the receipt it will be difficult to read.
Account Codes - For Pcard Report

Use the account code tool (excel) to locate the appropriate account code for the good or service purchased.  Within each classification is a detailed description used to code purchases accurately.

Purchasing Requirements

The Office of Purchasing is responsible for administering the Business Procurement Card program.