ProCard Approvals in Workday

A refresher of the ProCard transaction approval flow:

• STEP 1: The ProCard holder reconciles their ProCard transaction in Workday and submits for approval (The ProCard holder should STOP here, do not approve as Procurement Data Entry Specialist, you should not be approving your own transactions in Workday).
• STEP 2: Once submitted, the ProCard transaction will route to the Procurement Data Entry Specialist for compliance review and approval. 
• STEP 3: If approved, the ProCard transaction will route to the Cost Center Manager/Grant Manager for the funding approval. If approved, the transaction is complete! 

For a visual of a ProCard transaction approval flow, please see the image below.

To assist with ProCard reconciliations, we’ve compiled common errors and alerts that we’ve seen cardholders run into while reconciling transactions, as well as solutions that have helped units trouble-shoot these errors. If your cardholders are running into any additional errors or alerts that aren’t listed and need additional assistance, feel free to contact teamcas@uw.edu. Cardholders, be sure to also review the How to Manage Procard in Workday job aid, and check out AST’s Create ProCard Transactions nano learning video.

IMPORTANT NOTE: A good rule of thumb for Workday messages is that “errors” ARE a hard stop, but “alerts” are NOT a hard stop.

If you having difficulties viewing the above "Common ProCard reconciliation error and alert messages" table, please view this Word document instead.

When Workday inbox filters are not set up properly, this can delay the approval process as folks may not see transactions they need to act on. To assist with finding these transactions awaiting approvals in your inbox, we have written out the steps for two different ProCard filters. Determine if you are approving ProCard transaction as the Procurement Data Entry Specialist or Funding Manager (Cost Center Manager or Grant Manager), then follow the steps to set up the appropriate inbox filter.  

Approving ProCard transactions as the Procurement Data Entry Specialist 

1. Type in the Workday search bar Create My Tasks Filter 
2. Description: ProCard Approvals - Procurement Data Entry Specialist (You can rename to your preferences) 
3. Under View Definition, select Business Process Type(s): enter Procurement Card Transaction Verification Event
4. (+) Condition, and input the following values:   
   • And/Or: And  
   • Source External Field: Worker (icon with 4 circles) 
   • Relational Operator: any in the selection list  
   • Comparison Type: Value specified in this filter  
   • Comparison Value: [Insert name of ALL workers whose ProCards you are looking to approve] 
     • e.g., John Smith, Mary Doe, etc. 

Below is visual for how the 'Business Process Type(s)' and 'Conditions' should be set up. 

Approving ProCard transactions as the Funding Manager (Cost Center Manager or Grant Manager) 

1. Type in the Workday search bar Create My Tasks Filter 
2. Description: ProCard Approvals - Cost Center Manager/Grant Manager (You can rename to your preferences) 
3. Under View Definition, select Business Process Type(s): enter Procurement Card Transaction Verification Event
4. (+) Condition, and input the following values:   
   • And/Or: And  
   • Source External Field: Workflow Step Security Group 
   • Relational Operator: any in the selection list  
   • Comparison Type: Value specified in this filter  
   • Comparison Value: Cost Center Manager, Grant Manager  
     • Note: AST recommends adding BOTH CCM and GM in your filter to ensure that you're capturing ALL transactions awaiting either approval. Transactions can await either CCM approval or GM approval depending on which worktags used for each transaction.

Below is a visual for how the 'Business Process Type(s)' and 'Conditions' should be set up. 

Note: This filter will capture all ProCard transactions that need your approval as the funding manager. This includes transactions that our Pay/Pro team makes on our ProCard(s) for your units as long as the transaction is charged to your unit’s cost center or grant worktag. 

Where can I find additional information on managing ProCards? 

‘How to Manage ProCard in Workday’ job aid by UW Connect Finance.

The Procurement Card Transaction I was working on is missing from my Workday inbox. How to find ProCard transactions I previously worked on?

If the verification process for a transaction has been started, but not completed, the transaction will go into Draft status. Transactions in draft status will no longer appear under Verify Procurement Card Transactions. Follow the steps by selecting Finding and Editing Draft Procurement Card Transactions in Workday in the 'How to Manage Procard in Workday' job aid.

How to resolve errors while reconciling my ProCard?

Review Common ProCard Reconciliation Errors. To assist with ProCard reconciliations, we’ve compiled common errors and alerts that we’ve seen cardholders run into while reconciling transactions, as well as solutions that have helped units trouble-shoot these errors. If your cardholders are running into any additional errors or alerts that aren’t listed and need additional assistance, feel free to contact us at teamcas@uw.edu.

How to create a Workday inbox filter to exclude all ProCard transactions (these steps can be applied to other transactions/ business processes)? 

You are receiving everyone's ProCard transactions because the Procurement Data Entry Specialist security role is set up enterprise-wide in Workday. If you want to create a Workday inbox filter to exclude all ProCard transactions, here is how you can set one up:  

1. Type in the Workday search bar Create My Tasks Filter 
2. Description: [Name of your filter]   
3. Under View Definition, select For All Business Processes 
4. (+) Condition, and input the following values:    
5. And/Or: And   
   • Source External Field: Business Process Name   
   • Relational Operator: not in the selection list   
   • Comparison Type: Value specified in this filter   
   • Comparison Value: Procurement Card Transaction Verification Event (You can enter any business process task you do not want to see)