How to Approve Purchasing Card Transactions in MSU’s Financial System

1. How to Approve Purchasing Card Transactions in MSU’s Financial System Revised as of 03/01/2013

2. Purchasing Card Process Overview MSU Purchasing Card Website: http://usd.msu.edu/purchasing/purchasing-card/about.html 2 or 3 business days after purchase: • You will receive an email from “Action Required” • Approve and complete e-doc within 7 days • After 7 days, e-doc routes to fiscal officer who will then route it back to you for completion.

3. Step 1 - Scan Receipts • Scan each itemized receipt(s) • Save as a PDF with file name: • Vendor (store name), date on receipt, amount • Example: Meijer 03-01-2013 $52.20 • Review scan for legibility before attaching to e-doc

4. Step 2 – Change Accounting Lines • Open P-card Transaction E-doc • Scroll down to ACCOUNTING LINES • Verify the correct Acct # is used, add a Sub-Acct if needed and change the Object Code • Multiple accounts can be used if needed. To do so, enter the information and click ‘add’ on the right.

5. Step 3 – Notes and Attachments • Scroll down to Notes and Attachments tab • Click on show to expand

6. Step 4 - Notes Section • Type the following in the Notes Text: • Business/Program charge purpose • If grant account, state how it relates to the grant’s objectives • Account number & sub-account

7. Step 5 – Approve Transaction • Attach scanned receipt(s): • Click browse to select PDF file • Select Attachment Type: • Receipt or Other • Beverages/food purchased to be consumed at an event, attach agenda/event flier and participant list. • Beverages/food purchased for an educational lesson/demonstration additional information is not required. • Click ADD to Submit! • Wait until screen refreshes or reloads! • Review transaction before submitting to EBS. • Click on Approve to submit. MUST SELECT! 1. 3. 2. 4.