As part of the effort to enhance efficiency through the implementation of Jenzabar, Rogue Community College has updated the process for reconciling Purchasing Card (One Card) statements. These changes, introduced in late November, aim to streamline workflows and improve compliance. Below is an overview of the key updates and guidelines for using the One Card.
Pre-Purchase Approval Process
Before using the One Card, budget managers must approve purchases and provide the appropriate account number. This information should be included on detailed receipts or other supporting documentation. When applicable, budget managers should sign the receipt to confirm approval.
Note: Pre-approval documentation is required for certain grants and must accompany receipts.
Shipping Information for One Card Purchases
The preferred method for purchasing items requiring delivery is through an approved vendor using the requisition process. In rare cases where the One Card is used for delivery, the following shipping information must be included to ensure smooth coordination with the Shipping and Receiving team:
Ship-to Information:
- Name: Rogue Community College
- Address Line 1: “OC” (indicating a One Card purchase), recipient’s last name (if different from the purchaser), campus and room number (e.g., OC, Smith, HEC201)
- Address Line 2: 3345 Redwood Hwy
- City, State, Zip: Grants Pass, OR 97527
For assistance with shipping details, contact the Shipping and Receiving team.
Statement Reconciliation Process
Reconciliation of One Card statements will now occur monthly, replacing the previous system of entering requisitions for individual purchases. Cardholders must complete their reconciliation within two weeks of receiving the allocation workbook from Accounts Payable. Statements typically close around the 7th of each month.
If an administrative assistant handles the reconciliation, cardholders should promptly forward the Accounts Payable email to them.
Reconciliation Workbook and Approval Process
The allocation workbook includes all One Card activity for the statement period. Cardholders must provide the following details for each transaction:
- Account number
- Project code (if applicable)
- A brief description for the General Ledger
Reconciliations must be submitted using the One Card Reconciliation Approval Form, accompanied by a PDF of the allocation, receipts and supporting documentation. The approval process includes:
- Initials from the person completing the allocation sheet.
- Signature from the One Card holder.
- Review and signature by Procurement.
- Signature from the cardholder’s supervisor.
- Final approval by the VP of Operations and Finance.
Once approved, the Excel version of the allocation should be emailed to AccountsPayable@roguecc.edu with the subject line indicating the month and the cardholder’s name.
Supervisor Approval and Pre-Approval for Purchases
Supervisors are responsible for ensuring purchases comply with RCC policies and are reasonable in cost. For administrative assistants making purchases on behalf of other departments, pre-approval emails, forms or signed receipts substantiating the purchase and account number must be included. This is especially important for grants.
Training and Resources
Detailed procedures for the One Card reconciliation process have been shared with cardholders and administrative assistants. New One Card holders will receive this information, which will also be available on the Business Office Teams page.
The updated Allocation Workbook includes a checklist and FAQ tab to assist with the reconciliation process.
Feedback and Continuous Improvement
Initial feedback on the new reconciliation process has been positive, with many noting the convenience of eliminating individual requisitions for each purchase. While the process is still evolving, RCC remains committed to refining it to better serve its employees.
Suggestions and feedback are welcome and can be shared with the Business Office to support continuous improvement. For more information, please contact Tammy Canady on Teams or by phone at 541-956-7028. To contact the Shipping and Receiving Department, email ShippingReceiving@roguecc.edu or call 541-956-7157.