Reconciling Purchasing Card Transactions

The Fiscal Year 2024 (FY24) closes on June 30, 2024. The last day to process FY24 expense transactions is July 13, 2024. To ensure your purchasing card expenses are assigned to the correct Fiscal Year, cardholders will need to reconcile all outstanding purchasing card transactions dated June 30, 2024, (or earlier) using an Expense Report date of June 30, 2024. Expense Reports default to the current date and will need to be manually updated to June 30, 2024, to post the transaction to FY24 budgets. The following instructions show how to manually override the Expense Report date during the year-end reconciling period from July 1–13.

Important to Note:

  • Any expense reports submitted after July 13, 2024, regardless of the expense report date, will be reflected as part of the FY25 budget.
  • DO NOT comingle June and July expenses on the same Expense Report. July transactions should be on a separate Expense Report and you will use the default Expense Report date that populates — no special process for these.

Managers should review and approve Expense Reports as soon as they are available in their Workday Inbox and will need to be approved no later than Friday, July 19, 2024. Cost Center approvers who will be out of the office during this Fiscal Year-End timeline are encouraged to delegate their Workday Inbox tasks to ensure Expense Report approvals continue to be completed during their absence.

For further help with this process or for any questions, please contact pcard.group@carleton.edu.

Process

  1. From the Workday homepage, select Menu > Expenses Hub > Create Expense Report
  2. Scroll to the Credit Card Transactions section
  3. Select only card transactions that show a date of June 30 or before
  4. Scroll to the Expense Report Date and manually update this field to June 30
  5. Click “OK” at the bottom and continue to reconcile the transactions as usual