The Denison Purchasing Card

Reconciling the Monthly Statement

Each cardholder will receive an email when their monthly statement is ready to view on-line if they have transactions which need to be reconciled. Each purchase must be assigned to a Banner index/account by the cardholder using the JPMorgan Chase SmartData website. The Accounting Department will access this information and download it into a file for input to Banner.

Denison purchasing cards cycle on the 5th of each month. Between the 5th and 15th cardholders must:

• Access the SmartData website
  
• Verify each transaction (for dollar amount and legitimacy)
  
• Select the correct Banner index from the drop-down list for each transaction (SmartData will allow you to split a transaction between two or more indexes)
  
• Select the correct Banner account code from the drop-down list for each transaction
  
• Type in a description of the item purchased and the business purpose for each transaction
• Travel and entertainment purchases also require the completion of date, place, and attendee fields
  
• Print a copy of your Cost Allocation Detail Report
  
• Match receipts to each transaction
  
• Put your report and receipts in the University Credit Card Expense Envelope and submit it to your supervisor for sign-off. Faculty will submit their envelopes to the department chair if there are departmental charges and to the Provost’s office for PD account charges. Supervisors should forward approved envelopes to Accounting.