Balancing the IT Department Credit Card in Certify

NOTE: As of March 2025, Accounting has configured a shared Technology Services account (login info in KeePass) to receive the IT department credit card charges in its Certify Wallet.  As of November 2023, Nick Bodle primarily handles these.  Completed reports are approved by Jerry Turner, CTO.

In Outlook, in the Technology Services shared mailbox, keep a Certify "Current Receipts" folder for current invoices/receipts charged to the IT credit card.  Keep subfolders of completed items for two months in case you need to look up recent history.

Every credit card charge triggers a "Certify Wallet Expense Import Notification" email from Certify.

• From this email, copy the row/line of important transaction information and verify it matches the invoice/what was emailed to you from the person to made the charge.
• Send the emailed receipt/invoice to Certify by forwarding it to receipts@certify.com from Technology Services. (L4 2 ?)
• The expense should automatically connect with that forwarded receipt/invoice.  If the emailed receipt/invoice does not go through, it is possible that Silversky tried to send the message securely, which Certify can't read.  Upload the document manually into Certify.
  • Click on Source Edit? to change the GL Charge to number
• If it does not, go to the card expense line (not the receipt yet), click Edit (button on the right) --> take screenshot of expense info --> find the receipt entry, Edit, and type in the info from the screenshot

At month end, log into Certify and go to the Wallet tab.  Every item listed should have a receipt icon.

Check all boxes for items charged this month --> Add to Report (blue button at bottom) --> Add expenses to new report --> date range for last month.

Ensure no errors, otherwise fix.  If duplicates, you can click the Merge Expenses link under Details arrow button.  Make sure everything has a receipt icon (second to last column).

At top right, click Submit for Approval (blue button).  Make sure Total = Non-Reimbursed.  Add any comments for Jerry if necessary, then Submit.  Go back to Wallet to verify it is now empty.

Most expenses go to Equipment not capitalized (47620), but CBT invoices go to Training.

Monthly Credit Card Charges for IT

Other codes:

42100 = FF&E (Replace, Rep, MNT) - Gen Activities

47620 = Equipment/Software Not Capitalized

43250.90450 = Training? (Electronic Records)

90705 = Lawell

Process w/no receipts w/explanation

Invoice contacts:

• Freshworks: Nick Bodle
• Microsoft: Jerry Turner
• CBT Nuggets: Chris Herbert (login is in KeePass to get the invoice ourselves) - check MIS Alerts
• Fusion: Brian Straka (login is in KeePass to get the invoice ourselves)
• GoDaddy: (login is in KeePass to get the invoice ourselves) 
• EnCirca: Brian Straka or Jon Densmore (login is in KeePass, but Straka/Densmore authenticator code required) - check MIS Alerts
• Network Solutions (Blue Grass & MFSB): (logins are in KeePass to get the invoice ourselves)
• FS (Fiber Store): Chris Herbert
• DigiCert: Chris Herbert
• Unimus: Darren Bakula

General Notes About the Credit Card

• The credit card is supplied by Accounting from FNBO.
• As of November 2025, the credit limit is $10,000.  Found this out the hard way when we maxed it out.
• Chris Miller is one of the admins who can make changes.  Contact him to request a credit limit increase when needed.
• FNBO contact site for support: https://www.card.fnbo.com/contact-us  You may need Jerry's five-digit employee ID # to contact them (consult AD/Lansweeper).