Approving a PCard Reconciliation Report

These instructions show how to act on a PCard reconciliation report submitted to you. You may approve the reconciliation report, adjust it and then approve, return it to the employee who created it, or reassign it to another employee.

Expense reports can be approved from an email or from within MyExpenses. In both cases, you need to verify that the expense is in compliance with all applicable policies, the account number is correct, the account has adequate funding, the business purpose is acceptable, and all supporting documentation is attached. From an email, you may only approve or return. To adjust or reassign, log into MyExpenses.

Resources

Approving, Adjusting, Returning, Reassigning a PCard Reconciliation Report

• View the detailed PDF guide below with instructions on approving, adjusting, returning, and reassigning a PCard reconciliation report.

Open

Approving a PCard Reconciliation Report

• View a video demonstration showing how to approve. (3:40) (To view the video, you may need to disable your popup blocker.)

• View an interactive simulation showing how to approve. (2:00) (To view the video, you may need to disable your popup blocker.)

Adjusting a PCard Reconciliation Report

• View a video demonstration  showing how to adjust a report. (3:19)

• View an interactive simulation showing how to adjust a report. (1:51)

Returning a PCard reconciliation report to the employee who created it

• View a video demonstration showing how to return the report to its creator. (2:40)

• View an interactive simulation showing how to return the report to its creator. (1:01)

Reassigning a PCard reconciliation report to another employee

• View a video demonstration showing how to reassign the report to another employee. (2:00)

Other resources

• View the PCPS MyExpenses webpage.

• Email pcps@mail.wvu.edu for assistance.

Instructions

From an Email:

1. After an employee creates an expense report, the approver will receive an email from expense-noreply@chromefile.com. After opening an email containing an expense report, view all details within the email including the account number and the amount. 

   1. Click View or View Receipts to see the receipt. 

   2. Verify that the receipt is itemized and legible, and that the account number is acceptable and has sufficient funds

2. If the expense if acceptable, click Accept. If it is unacceptable, click Return.

Within MyExpenses:

1. Access MyExpenses.

2. In Approvals Needed in the upper left pane, click the link Expense Reports to view details.

3. One or more expense reports needing approval will appear in the left pane. Click the one you want to view.

4. To open and view the report, click Open in the right pane.

5. The row in the left pane shows the amount downloaded from the bank. Click within this row to see details.

6. The right pane will show the business purpose in the Notes field, the account number as identified by the expense report creator, and any attachments, including the receipt.

7. Click the attachment to view and verify the receipt is itemized, legible, and matches the amount downloaded from the bank. Close the attachment. From here, you can: 

Approve the report

1. Click the white arrow in the orange band in the left pane.

2. Click Approve in the right pane.

3. Click Approve again.

Adjust the report

1. Click Adjust.

2. Enter an explanation for the adjustment.

3. Click Save.

4. Click Submit.

5. Click Submit.

Return the report to the employee who created it

1. Click Return.

2. Enter a comment to explain the reason for returning to the employee who created it.

3. Click Return.

Reassign the report to another employee

1. Click the three dots to the right of the Approve button.

2. Click the Reassign link.

3. Enter the name of the person to whom the report is being reassigned.

4. Enter a note of explanation.

5. Click Reassign.