💳Using the Pcard

Instructions on how to verify pcard purchases for Randy AND send requisition request forms for pcard purchases

The Pcard (procurement card) should be fairly rarely used. Typically the pcard is used for things like online subscriptions (i.e. slack) and advertisements (i.e. Meta ads). Randy will also use it occasionally for random purchases (that shouldn't really have been made) hopefully with some warning so you can create a requisition request form.

All pcard transactions MUST be verified and you will be able to do this for Randy through WORKDAY.

Docusign Instructions:

1. Go to this link: https://esignature.gatech.edu

a. Click log in and use your GT credentials

Sending a document for others to sign (w/ Template):

1. In the top bar click “Templates”

2. In the side bar click “Shared with Me”

a. There will be a lot of different forms so use the search bar

3. Search “PBS-PCard Requisition Form” and select “Use”

4. Enter the names and emails of the PCard Holder, and 2 approvers

a. These should auto populate when names are typed but for reference

i. Holder: Randall Engle (YOUR EMAIL)

ii. Approver 1: Sandra Wilson ([e-mail])

iii. Approver 2: Kaysha Chandler ([e-mail])

5. Press send and then fill out the form yourself:

a. Cardholder Name: Randall Engle

b. Last 4 digits of Pcard: 0679

c. Department: 420 – Psychology

d. Vendor Name

e. Date of Purchase

f. Value of Purchase

g. Project # (Grant Worktag)

h. Benefit to the Project

i. Description

6. Once you press “Finish” it will send the form to the 2 approvers for them to sign and date

a. You can check the progress on who you are waiting on by doing this:

i. Click in the top bar “Home”

ii. Select “waiting on others”

iii. A list of all ongoing forms will appear along with a progress bar

1. Hover over “Waiting on Others” below the bar and it will show who still needs to sign

7. Once all approvers have signed the form will be sent to “Completed” where you can download the form for workday for verifying the pcard transaction

Verifying Pcard Transaction

1. Login to Workday

2. Type: "Verify PCard Transation For Worker"

3. Change worker name to Randall Engle

   1. Once Entered all unverified PCard transactions should appear

   2. IF THERE ARE MULTIPLE TRANSACTIONS ONLY SELECT ONE AT A TIME

4. Fill out spend category

5. In Memo line add the business purpose of the transaction

6. Add a driver worktag (i.e. GRANT NUMBER)

7. Add Attachments

   1. Receipt of purchase

   2. Requisition Forms

8. Submit