After logging in to the Intellilink website for reconciling your pcard, pick a transaction and open the transaction detail page by clicking on the little red X (see below):
Then enter budget FOAP numbers (FOAP = Fund, Organization, Account, Program codes), write a description, indicate whether there is a receipt, and then save. Refer to the budget codes spreadsheet on the I: drive in the budget folder (\\fileserver1\is\budget\budgetcodes.xls).
Once you've added the narrative details and the FOAP numbers and saved your work, you'll want to attach a receipt.
When inputting narrative details, be as specific as possible and include facts such as these:
- Who is the purchase for? Is it for a department (NSS, Media Services, Drama/Dance, etc.) or a particular person (Stormy Burns in Music, Linda Petro in ITS)? Is it for a particular location (smart classroom components for room 236 in Armstrong Hall)?
- What was purchased? If ordering office supplies, list all of the items purchased (staples, Post-It notes, file folders, coffee, etc.). If software is purchased, list the type and version (Adobe Acrobat Professional XI), as well as who the software was for. Other items will follow these same guidelines.
- Are there other pertinent details that need to be mentioned? For example, if a purchase was approved through a capital equipment request, note that in the narrative details. If the purchase was made to replace faulty equipment, note that.
ChemBio3D 3-year software renewal. Coverage begins 8/17/13 and continues through 8/16/16.
ChemBio 3D renewal.
One Dell Latitude E5430 laptop and docking station setup (docking station, monitor, keyboard, and mouse) for Chris Starr in Athletics. Capital Equipment Purchase.
Computer for Chris Starr.
Pens for Chad Schonewill in Educational Technology Services ($13.71) and tea, highlighters, paper clips, and transparent tape for ITS division ($42.39). (This transaction was split between two budget codes, so the dollar amounts were listed after each separate codes’ purchase.)