There are two types of downloads, weekly and monthly.
- Weekly downloads are scheduled for Mondays unless otherwise noted. Weekly downloads capture approved transactions only.
- Monthly downloads are normally scheduled on the day before the fiscal period close, but subject to change.
- The download will capture all transactions whether or not they have been reviewed or approved.
- For non-approved transactions, manual approval must be submitted by the Approver.
- Any funding correction required will have to be processed through the Journal Voucher process.
Please keep in mind that you will have better visibility of your expenditures if you review and approve transactions weekly rather than monthly. You have access to the system at any time. Your purchases will appear on your Transaction list as soon as they are posted by the bank. It is recommended that you check PaymentNet for transactions on a weekly basis to avoid last-minute approvals prior to the download.
- Year-End Download captures all transactions approved by the end of the fiscal year (June 30). The remaining transactions will be processed in the accrual period.
- The expenses for goods and services purchased via pcard must post to the Fiscal Year in which they were received. At the end of June and start of July, please compare your PaymentNet Post Date to the date you received the related goods/services. They should be in the same fiscal year.
Here is a table to help you:
Goods Received |
Correct PaymentNet Post Date |
On or before 6/30 |
6/30 or earlier |
After 7/1 |
7/1 or later |
If the Post Date is in the incorrect fiscal year, please email pcard@wwu.edu with:
-
-
- Transaction ID#
- Merchant Name
- $ Amount
- Correct Fiscal Year
-
Scheduled Monthly Download Date | Posting Dates of transactions Downloaded | “Download Type” | ||
---|---|---|---|---|
August 4, 2023 | Jul 1-31 | Monthly | ||
September 7, 2023 | Aug 1-31 | Monthly | ||
October 5, 2023 | Sep 1-30 | Monthly | ||
November 6, 2023 | Oct 1-31 | Monthly | ||
December 6, 2023 | Nov 1-30 | Monthly | ||
January 5, 2024 | Dec 1-31 | Monthly | ||
February 6, 2024 | Jan 1-31 | Monthly | ||
March 6, 2024 | Feb 1-28 | Monthly | ||
April 4, 2024 | Mar 1-31 | Monthly | ||
May 6, 2024 | Apr 1-31 | Monthly | ||
June 6, 2024 | May 1-31 | Monthly | ||
July* 5, 2024 | Jun 1-30 | Monthly |
*Date of final FY download subject to change