PCARD - FAQ's

1. Can I save my PCARD statement as a draft and finish it at a later date?

1. 1. PCARD expenses can be saved as a draft by using the button at the bottom of the screen called " Save as a draft".  This will give your PCARD expense a transaction number and save it until you are ready to complete it
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   3. To find your draft expense, Navigate to My employment – Expenses.  On your expense home screen, at the bottom of the page will be a section called Expense Overview.  In the draft section will be your draft expense.  Click on the box and select the expense you would like to continue submitting. 
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2. My PCARD statement has been sent back to me for review, what are the next steps?

1. 1. Review the comments that were added as to why your PCARD statement was sent back to you.  Make the necessary changes to your PCARD statement and re-send for approval.

3. I lost my receipt for my PCARD expense.  How do I complete my reconciliation?

1. 1. If you lose your receipt for a PCARD expense, please complete the missing receipt form and upload the form to the expense line as your receipt.  All PCARD expenses require a receipt to upload the reconciliation, this form will serve as your receipt for your expense.  
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4. My PCARD statement is not showing in my expenses

1. 1. Contact Accounts Payable if your PCARD statement for the month is not showing in your expenses.  Ensure you have had expenses in the current month on your PCARD.  If no expenses were made in that month, nothing will appear in your expenses for PCARD 

5. I am missing a PCARD expense in my expense upload 

1. 1. Contact Accounts Payable at eepayables@selkirk.ca to let them know you do not have all of your PCARD expenses.  If you know which ones are missing, let the AP Clerk know.

6. I didn't submit my expenses on time, what happens next? 

1. 1. PCARD statements that are not submitted by the deadline will be submitted with the default work order.  The employee will not have a chance to submit a late purchase card statement.  Expenses will not be changed after being submitted.  Late purchase cards are subject to disciplinary action including termination of the purchase card.

7. I cant change the description on my PCARD expenses, where can I add more information?

1. 1. On your BMO purchase card expense, there is a button at the bottom of the screen called "Add information".  You will be able to add more information into this field for the expenses on your statement.  This information will be sent to the AP Clerk and the work order manager 
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8.  I need to add a cost distribution to my expense

1. 1. To add a cost distribution to your expense, add your GST to the expense line and select the expense line.  Click the button at the bottom of the screen labelled "cost distribution".  Add the cost distributions for that expense and click apply.  For more information on cost distributions, please refer to PCARD - Cost Distribution

9. Do I have to use the mobile app to submit my receipts and reconcile my transactions? 

              a. You do not need to use the mobile app to complete your monthly BMO reconciliation.  Navigate to Unit4 on the web - My Employment → Expenses → BMO Purchase Card Reconciliations to        complete your monthly reconciliation. Refer to PCARD - from Web for more information on submitting your PCARD.

10. Is this a monthly to-do, or do I reconcile throughout the month as transactions are incurred?

             a. BMO statements will be uploaded monthly.  You will have the ability to complete your BMO reconciliation after the monthly upload.  Throughout the month you can save your receipts for your BMO transactions so they are ready to upload once the statement has been uploaded into Unit4.  You will receive a notification in Unit4 as well as an email once the monthly statement is uploaded and ready for reconciliation. 

11. I don't see the BMO Purchasing Card tab, where do I go?

             a. Navigate to My Employment → Expenses → BMO Purchase Card Expenses to complete your monthly reconciliation 

12. How long do I need to keep my receipts after uploading them into Unit4 onto my Purchase Card Reconciliation?

           a. Please ensure you are keeping your receipts for 90 days after uploading them to your reconciliation.  Finance may need clarification on some expenses and require the hard copy of the receipt.  After 90 days, you may dispose of the receipts as the digital copies will be available on Unit4. 

13. How do I submit a PCARD reconciliation on behalf of someone else?

          a. Navigate to My employment → Expenses → BMO Purchase Card Expenses.  Once you have opened the BMO Purchase card expense, there will be a field labelled "on behalf of resource".  Click in this field and search for the name you are wanting to submit expenses for.  The imported BMO transactions will show on the right hand side of the screen and you will be able to import and submit their BMO Purchase Card expenses for the month.  Refer to PCARD - from Web if you require more assistance.