P-Card Payments or Adjustments

 

Introduction

P-Card payments can be entered in STARS or Payment Services. Agencies also use an application administered by U.S. Bank for reports and reconciliation.

You must pay the full amount on your statement by the payment due date on the statement.

  • The STARS Effective Date is determined by the bank’s posting date of the P-Card transaction.

  • Pay the full balance on the bank statement using TC 28Z, and the vendor number for U.S. Bank.

  • Enter the Invoice Description (INV-DESC) with your agency’s unique 16-digit account number. Since there are 30 spaces available in the Invoice Description field, the remaining 14 characters can be any sort of description.

  • The Invoice Number (INV-NO) field must be blank.

  • To post non-1099 reportable subobjects, use the generic P-Card vendor number of PCARD000-PC.

To obtain a P-Card, contact the Division of Purchasing at 208.332.1612.

P-Card Payment Adjustments

Enter P-Card payment adjustments using Batch Type 4 or 5. Use the following transaction codes.

 

  1. If you have paid the bank using different (incorrect) fiscal coding than what has posted to the expenditure (P-Card Liability GL2105), use a TC 28YR to reverse the payment.

  2. Then enter as TC 28Y transaction with the correct fiscal coding. The TC 28Y will debit the P-Card Liability GL2105, credit Cash GL1003, and will not create a warrant or EFT.

P-Card Expenditure Adjustments

When P-Card transactions are approved, uploaded, and posted to STARS, an expenditure is posted to the P-Card Liability GL2105 account. Therefore:

  • Enter an expenditure adjustment in STARS using 27A and 27B transaction codes. You use these to make fiscal coding changes, such as the Subobject, Fund or Grant, to the expenditure.

  • If you have not yet paid the bank, but P-Card transactions have been approved and uploaded to STARS, enter a TC 228R to reverse the expenditure, and then enter a TC 228 with correct fiscal coding. You can then enter a payment to the bank in STARS or Payment Services, using the same fiscal coding as the TC 228 transaction.

Refunds and P-Card Travel Advances

If the vendor gives you a refund, you can enter this in STARS using a TC 105 for a current fiscal year’s expenditure or a TC 106 for a prior year’s expenditure.

To deposit any P-Card advance amount not used, use a TC 103 in STARS or Cash Receipts.

Solving Common Problems

Below are a few examples of adjusting entries. Make these adjustments on a batch type 4 or 5.

Posted a TC 27X Adjustment to the Wrong Vendor Number Suffix and Wrong Subobject

  1. Enter a TC 27Y to reverse the TC 27X posted to wrong vendor and subobject.
    Enter a TC 27X with the correct vendor and subobject.

    Use the same Document Number for adjustments so they show together on the vendor payment file with the original transaction.
  • TC 27X does not generate a warrant. No warrant number will show on this file.

  • Though TC 27X does not have a reversal, it minuses the amount.

  • The TC 27X posts to the Vendor Payment File for future reference and reporting.

Posted a TC 27Y Adjustment to the Wrong PCA and Subobject

  1. Use a TC 27X to reverse the TC 27Y.
    Enter a TC 27Y with the correct PCA and subobject.

    Use the same Document Number for adjustments so they show together on the vendor payment file with the original transaction.
  • TC 27X and TC 27Y do not generate a warrant.  No warrant number will show on this file.

  • Though TC 27X does not have a reversal, it minuses the amount.

  • The TC 27X and TC 27Y post to the Vendor Payment File for future reference and tax and workers compensation reporting.

End of the Month Process

Verify the following balances using the DAFR8180 report (Trial Balance by Fund / GL / TC):

  • Verify that the TC 28Z equals TC 27X under the bank vendor number (941347393-PC).  This shows that you have processed all cardholder reports as well as cleared the information from the bank.

  • Verify that the TC 27X equals TC 27Y. This shows that all posting entries are in balance.