From purchase to payment

Reconciler and Department Approver Definitions

Reconciler – This person receives the transaction receipts from the cardholder and attaches them to the entry in P-card module. The reconciler also enters the correct funding/distribution information (expenditure account, fund, and department ID) for the transaction. Once the funding/distribution is complete, and the receipts are attached, the transaction is saved. It is now ready for the department approver.

The reconciler cannot be the same person as the dept. approver.

Dept. Approver – This is the person who signed the transactions logs in the previous BPC module. Historically, this person was called the department signature authority. Since there are no logs to sign, this person reviews each transaction in the P-card module. If correct, the dept. approver changes the transaction status indicator to “verified.” The transaction is then ready for Central Accounting Services or RGS Accounting, respectively, to review and approve the transaction.

The dept. approver cannot be the same person as the reconciler.


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