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We will create tickets each week on Friday for transactions that have hit your pcard in the previous week. Please upload receipts and Manager approval by EOD on Monday. We cannot process your expense report without both. If we cannot complete your expense report, your pcard will be suspended.
Example approval email is in https://ysmweb.atlassian.net/jira/core/projects/FINANCE/board?issueKey=FINANCE-56
Make sure to identify budget. If unsure, please let Rhonda know in the ticket.
When uploading a receipt and approval, please also include a statement that outlines the business purpose, including who, what, when, where, how.
If you have ongoing monthly recurring expenses, please convert these to annual payments. Work with Rhonda and Justin on this.
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Purchase Orders:
Check with Rhonda to see if your vendor is a Yale Supplier. If not, complete the Supplier Request at New Supplier.
If a software vendor, they likely have their own Terms and Conditions. We’ll need to send this to Procurement to review before moving forward. Attach in a ticket and let Rhonda know.
Make sure your forms are completed, signed, and dated.
Complete all fields in the ticket including, vendor name, amount and budgets.
All forms should be typed, not handwritten.
Purchase Requests:
Create a ticket with the link to what you need.
Approval from your manager must be included with any request (this should be a PDF uploaded to the ticket, not a comment in the ticket or in an email to Rhonda)
Example approval email is in Example approval email is in https://ysmweb.atlassian.net/jira/core/projects/FINANCE/board?issueKey=FINANCE-56
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