University of Puget Sound

 

Processing your VISA Statement Charges

 

  • The VISA statement closing date is the 28th of each month.  VISA statements arrive in the Accounting & Budget Services office during the first week of the month following “closing”. 

 

  • The total amount due on the VISA statement is scheduled for payment and charged to a temporary holding account.  After this initial processing, the statement will be forwarded to the card holder or their designate in campus mail.

 

  • The card holder must sign the VISA statement as acknowledgement that they have reviewed the VISA charges and have found them correct.  In the event that there is an incorrect charge, a note should be made and the card holder’s signature would also indicate that the vendor has been contacted (see the reverse side of the statement for instructions) and an adjustment is expected from the vendor on the next month statement. Alternately, the Administrative Assistant for Treasury will be happy to assist you with disputed charges.

 

  • Attach all original receipts or other original documentation for your VISA statement charges to the original statement.

 

  • Forward the completed document to the Accounts Payable office in Jones 018 at CMB 1042 within 7 to 10 days of receipt.

 

  • Open the VISA Statement Worksheet and “Save As” using the following format for the document label: YYYYMM(calendar year and the statement month), the cardholder’s last name, a comma and their first initial (all without spaces).  For example; 200509McGregor,R.

 

  • Access your saved document to assign the correct expense codes to your VISA statement charges.

 

  • You will find notes within the worksheet to assist you in filling it out. You will also find that some cells are restricted as to the size of the data that you can enter.  This reflects the reality of the constraints placed on us by the length of the fields in the Banner database and/or the Budget Admin web pages.  For instance, the “Description” field is restricted to 35 characters.  Type the information here that would be most helpful to you when it is displayed on Budget Admin web. *Please use only one line of description per FOAPAL line.

 

  • When you have completed entering transactions on your worksheet and your worksheet is balanced (Expense Amount(s) and VISA Statement Amount are equal):
    • Be sure that you have used the “File-Save As” function to save your worksheet.
    • Attach this document to an email and send it to visaprocessing@ups.edu.  A link for this address is also provided on the worksheet. Note: If the preparer of the VISA statement worksheet is not the budget manager or does not have disbursement authority for the index(es) being charged, the email message must also include a cc to the budget manager and/or a person with disbursement authority.

 

If you need assistance navigating the VISA worksheet form or have other VISA statement processing questions, please contact the Accounting & Budget Services office at visaprocessing@ups.edu.