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Statement Reconciliation Procedures

Cardholders must complete an entry for each purchase on their SPCC Log Sheet. The Log should contain the following information for each purchase:

  • Date
  • Vendor name
  • SWAM code
  • PCO or DO number from eVA
  • Description of the goods
  • FOAPAL codes
  • Amount
Click here for step-by-step instructions for filling in the Log Sheet

The billing cycle ends on or about the 15th of each month. At the end of the cycle, cardholders should login to their accounts on Works and print a copy of the statement. Charges should be compared to the SPCC Log sheet and any discrepancies should be resolved. As charges appear on the statement, the charge should be reconciled on the log by checking the box to the left of that entry on the log. The amount in the Total Reconciled Charges field should match the total on the monthly statement.

Dates of service and itemized descriptions are required for Prepays and items charged to an account code beginning with 72. A reminder will appear in the column labeled Pre Pay Dates/72 Itemized Desc. and this reminder should be replaced with the appropriate information for that charge.

Prepays include, but are not limited to:

71253 - Equipment and Service Contracts
71275 - Equipment and Software Maintenance
71277 - ADP Services, non state
71221 - Memberships and Dues
71222S - Subscriptions (serial/periodical)
71274 - Software Licenses

Cardholders must print a copy of their completed SPCC Log Sheet and attach all receipts and required documentation to the log. Cardholders should sign the Log sheet and present the entire package to their supervisor/reviewer for signature.

Cardholders must submit their completed SPCC Log Sheet by the date on the Log Sheet Due Date field. To submit the log properly, cardholders should click the Submit Log Sheet button on the form to produce an email with a special file attachment, then click Send on that email.

Cardholders must retain an original, signed copy of the Log Sheet along with the receipts and supporting documentation as a separate purchasing file for each billing cycle. Supporting documentation may include Business Meal forms, Request for Travel forms, Gift Logs, etc. For any charges applied to a Capital project, make a copy of the invoice and Log sheet and send these documents to the Accounts Payable Department for maintenance in the Capital Project folders.

SPCC expenditures appear on departmental budgets as journal entries typically within 45 days of the month being processed.  For example, charges on the July Log sheet would show in August.  The monthly cost distribution has to be prepared and processed for the entire bill to the University.  Failure to turn in one log sheet results in a delay of the entire cost distribution journal entry.