UsBank - Reconciliation Process
The cardholder is required to reconcile their account activity each billing cycle. The cardholder must
reconcile and approve purchases through the U.S. Bank Access Online Transaction Approval Process. Its
functionality streamlines the reconciliation process and reduces posting errors. Below are step-by-step
instructions on how to complete the reconciliation process. (Logon to https://access.usbank.com)
Allocate and Approve your Transactions (steps 1 to 6)
Select Transaction Management.
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2
You may also select an
account from the Account
Activity box.
Click the Transaction List link.
From the “Billing Cycle Close Date”
drop down menu select a “Cycle Close
Date”, “Open” or “All” to display your
transactions. Your transactions will
display below.
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4
To view the transaction detail tabs click
on the Approval Status or Trans Date
linked item.
5
Allocate your transaction to the appropriate Index
and Account code from the Allocations tab.
Add the business expense to the Comments tab.
Approve your transaction from the Summary tab.
You MUST add “Comments” in the Comments tab for each
transaction; it is required when you run the “Transaction
Detail Report” that is submitted with your paperwork to your
Business Rep.
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You will be prompted to
select an Approver, if you are
selecting an Approver for the
first time, you will need to
utilize the search feature to
select your Approver. Leave
the “LastName” and
“FirstName” fields blank, and
click the Search button.
*The search feature will provide a list of
Approvers assigned to your account.
After forwarding your transaction to your Approver,your transaction approval status displays “Approved”. At this
point, you can Pull Back your transaction to edit or change as long as your Approver has not approved,
rejected, or modified the transaction. Once your Approver approves your transaction, the approval status
displays Final Approved.
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Run a Transaction Detail Report (steps 7 to 11)
Click Reporting on the left navigation
menu then click
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1. Financial Management
2. Transaction Detail
In the Date section, choose
Cycle Close Date Range
and enter the billing cycle
dates.
8Click the “Run Report” button to view report
In the Transactions Included
section, select the Approval Status
option and choose ALL to display all
activity for the billing cycle.
BILLING CYCLE DATES
Dec. 27, 2011 – Jan. 25, 2012
Jan. 26, 2012 – Feb. 27, 2012
Feb. 28, 2012 – March 26, 2012
March 27, 2012 – April 25, 2012
April 26, 2012 – May 25, 2012
May 28, 2012 – June 25, 2012
June 26, 2012 – July 25, 2012
July 26, 2012 – August 27, 2012
Sept. 28, 2012 – Oct. 25, 2012
Oct. 26, 2012 – Nov. 26, 2012
Nov. 27, 2012 – Dec. 26, 2012
Note: when the billing cycle
date starts or ends on a
weekend or a holiday, use the
next business date.
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Note: Do not edit the other parameter fields.
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Click on “Run Report”
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In the Additional Detail section, check both options.
Display Transaction Comments option to include
the comments. This will ensure your comments will
display on your report.
Display Allocation Detail to include the Index &
Account information. This will ensure your allocation
details will display on your report.
4
Report Result
Transaction date
Allocation details
Transaction amount
Transaction status
This is the “Comment” section that is
associated with each allocated
transaction.
Reconciling for the Purchasing Cards:
•
Forward your Card Reconciliation Form, printed transaction detail report with comments, all original receipts and supporting
documentation to your Business Rep for signature and review.
•
All above documentation is to be stored by your Business Rep. and may be requested/reviewed for audit purposes.
Reconciling for the Travel Cards:
•
Forward your Card Reconciliation Form, printed transaction detail report with comments, all original receipts and supporting
documentation to your Business Rep for signature and review.
•
Submit all above documentation to Regina Beatty, AP Manager. For questions or inquiries call Ext. 22855
Note: Failure to provide proper documentation constitutes as a violation against the Cardholder and is deemed as potential misuse/abuse and the card
will be suspended.
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Dispute a Transaction
You can use Access Online to dispute a transaction, including selecting a reason for the dispute.You can also cancel a
disputed transaction as long as the disputed transaction is unresolved. (Logon to https://access.usbank.com)
Enter “PaceU”
1
Enter your user id.
Enter your password.
Click “Login”
You may also select an account from the
Account Activity box.
Select Transaction Management,
then Transaction List
2
Click the transaction date link for the transaction
you want to dispute. The Transaction
Management: Transaction Detail screen displays
with the Summary tab open
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.
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Click the Dispute button. The Transaction Management:
Select a Dispute Reason screen displays.
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Select the radio button for
the appropriate dispute
reason.
Click the Select button.
Tip! Read the explanation under
each dispute reason until you find
the one that is most appropriate
for your dispute. The Additional
Items Required column tells you
what additional information you
will need to provide when you
submit your dispute request.
These requirements are based on
Visa and MasterCard dispute
rules.
Verify or type your name in the “Requestor
Name” field.
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Type your phone number in the “Requestor
Phone Number” field.
In the “Comments” box, enter additional
comments to explain why you are disputing
the charge.
Click the Continue button. The Transaction
Management: Dispute Reason screen
displays with a message at the top confirming
that your request has been completed.
Follow the instructions on the screen to print, sign
and fax or mail this form to UsBank.
Tip! Disputed transactions display
with a D icon to indicate that they were
disputed. The D icon remains even after
the dispute has been resolved or
cancelled.
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To cancel a disputed transaction, navigate to the transaction list.
1
Click the transaction date link for the
transaction you want to dispute.
The Transaction
Management: Transaction
Detail screen displays with
the Summary tab open
2
Review the dispute detail and make sure the Dispute Status is Unresolved.
Click the Cancel Dispute button. A confirmation message displays.
Type comments in the Cancellation
Comments field.
Click the Yes, Cancel Dispute button.
3
You return to the Transaction Management:
Transaction Detail screen with the Summary
tab open.
Tip! If you need to, you can re-dispute the transaction by repeating the Dispute a Transaction steps.
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