Frequently Asked Questions
I am a cardholder, why am I getting so many e-mails from OnBase?
Currently the cardholder receives an e-mail notification when there is a transaction in the Dept Charge Review queue and when that transaction goes to the Dept Funding Review queue for the Budget Approver. Business Operations is currently working to have e-mail notifications sent directly to the budget approver. E-mail forwarding rules can be created in Outlook to reduce the amount of e-mails the cardholder gets in their in-box. There is a quick start guide available to help with e-mail rules available. Please contact Business Operations at 852-7549 or email@example.com for assistance.
I am a proxy and/or a budget approver on a card why am I not getting e-mail notifications from OnBase that I have transactions in my queue(s)?
Proxies and budget approvers do not receive e-mail notifications directly, only the cardholder receives e-mail notifications. The cardholder can setup a rule in Outlook to forward notifications automatically to the proxy and/or budget approver. This is highly recommended. Business Operations is currently working to get e-mail notifications sent directly to the budget approver when there are transactions in the Dept Funding Review queue.
How do I know what my responsibility is for a transactions in OnBase?
Responsibilities in OnBase by Card Role:
Cardholder or Proxy Only
Cardholders and/or proxies must add the business purpose and receipt along with other information to support the business activity. After all information is provided, save and click the Certified Send to Funding button.
At the end of the month, after the procard monthly cycle closes, the cardholders must also certify all charges on the Monthly Activity Report (MAR). The MAR takes the place of the Transaction Summary Log (TSL). An email notification will be sent to the cardholder when the MAR is available. The MAR must be certified by the cardholder and cannot be delegated to a proxy.
If you are also the budget approver, please see the section "Cardholder or Proxy AND Budget Approver."
Budget Approver Only
Budget approvers work the Department Funding Review queue through which each transaction flows. Budget Approvers review and update the funding source and account code. For completed transactions, the Budget Approver selects Funded Send to Business Operations button. If a transaction is incomplete, the Budget Approvers may send the transaction back to the cardholder or proxy for additional information.
Cardholder or Proxy AND Budget Approver
Individuals serving as both the cardholder or proxy AND a budget approver must go to both queues, Dept Charge Review and Dept Funding Review, to get the transactions to workflow to Business Operations. If the business purpose, receipt and funding are all reviewed in the Dept Charge Review queue then multiple transactions can be sent to Business Operations from the Dept Funding Review queue. To send multiple transactions, select transactions (hold down the Shift-key and use your mouse to highlight transactions) and click Funded Send to Business Operations button.
Approve all charges at the end of the month on the Monthly Activity Report (MAR) which takes the place of the Transaction Summary Log (TSL). This only occurs after the procard monthly close. The approver sees the MAR after the cardholder has certified the report.
NOTE: Transactions must be sent to the next queue. If you just enter information and click Save Changes this transaction will stay in the current workflow queue. Use the buttons along the top tool bar to send the transaction to the next queue. Once you send the transaction to the next queue the transaction will no longer appear in your workflow.
Can I add receipts after I fill out the transaction form and submit it to Business Ops?
If the receipt is not available at the time the funding source has to be made then click the "Receipt is not Available" checkbox. The transaction will then go to the "Open Issues After Posting to PS" queue after it is sent to PeopleSoft. The form will stay in the workflow until appropriate documentation is provided.
Do I have to keep original receipts? Do I have to keep original receipts on a Sponsored Program speedtype?
Once the receipt is scanned and verified that it is legible, the original paper is no longer needed even on a sponsored program.
What additional documentation should be included with my procard charges?
Documentation included should support the business purpose and provide clear context for the business activity. There are three attachment areas:
- Lists of attendees (required for meals)
- General documentation
What is the timeline for workflow routing?
The timeline will vary by transaction. Most transactions have two department steps, Dept Charge Review and Dept Funding Review. Some transactions have additional routing, such as transactions funded by federally sponsored programs or an Athletics' speedtype, must go through additional workflow queues for approval.
At the end of the procard monthly cycle all transactions are moved to PeopleSoft for posting regardless of where they are in the queue approval process. Business Operations will work to ensure that transactions are processed as quickly as possible and help coordinate with departments to make sure transactions are not delayed unnecessarily.
Is there a new procard reallocation calendar to go along with the new procard reconciliation process?
What happens if I attach the wrong receipt?
Where should I go for additional information and quick start guides?
Quick start guides and frequently asked questions are available on both the Business Operations web page and the Procard Office web page.
- Procard Reallocation quick start guides
- Procard reallocation frequently asked questions
- Procard monthly reallocation and approval schedule
What is the minimum documentation required for audit? Receipt? Approval? Packing Slip? Order Form?
Do receipts for grants need to be retained for audit?
As long as receipt has been verified that it is legible after the scan the original receipts do not need to be kept. For additional information refer to Controller's Office policy on Retention of Records.
When a card is canceled will the transactions be available for reallocation?
There was a concern that the pro cards would have a similar issue as the bi-weekly timesheets, where the timekeepers cannot see the timesheet if the employee terminates in the middle of a pay cycle. Yes
Should lost receipt form be attached as receipt?
We are not requiring missing receipt forms because the form captures the necessary information. That being said, if the Procard Office sees multiple transactions for which receipts are not attached they will be in contact with the department LFO.
How many characters are allowed in the file name?
Onbase names the receipt file automatically when it is attached to the transaction form. So the number of characters should not matter.
Is there a preferred format for receipts? Excel? Jpeg? PDF?
The default format for receipts is set to image file (TIF format). It will accept other formats when using the Unity client. However, when using the web client, some have gotten errors when loading other formats.
When do transactions post?
Transactions post after they have been reviewed by Business Ops and by any other office that may need to review i.e. Procard Office or Sponsored Programs. Most transactions post within 48 hours of reviews being completed.
Is there a way to view just the transactions for one card at time?
In the web client version the transaction screen is sortable by clicking on the column header that you want to sort by i.e. default speedtype, amount etc... If you have the Unity Client installed then there is a filter option where you can see only the cards that you put into the filter.
Is split funding by percentage or dollar amount?
Can MAR be printed or downloaded into Excel?
Yes, there is now a print button on the MAR. As the reporting functionality is developed a report that can be exported to Excel is in development.
Where will PNC statements be sent?
The PNC statements are being sent to cardholders and proxies listed on the card. If a department funding reviewer/card approver wants to receive the statements, they can email the procard service account firstname.lastname@example.org and provide the cardholders name with last 4 digits of the card number for the requested statements.
Should sign-in log be attached to the transaction? Or should these forms be retained in the department file?
The sign in/out log can now be attached to the Monthly Activity Report (MAR) by the cardholder or card approver.
Should procard user agreements still be forwarded to the Pro Card Office?
What documentation should be used for reconciliation?
ProCard receipts are now attached to the CONT-03A/CONT-03B reports. The linked receipt and supporting documentation should be used to reconcile the procard transactions.
What if I want to dispute a charge?
What if I need to delete a receipt while it is still in workflow? After it has come out of workflow?
There is now a delete receipt button which can be used by the department if the transaction is still in the workflow. If the transaction has made it through the workflow then you can send the new receipt to Business Operations at email@example.com with the cardholder name and last 4 digits of the card.