For P-card charges, it is not necessary to submit all receipts to the business office. Only receipts $75 and over will be attached to expense reports. However, you may find it easier to submit all receipts to the business office, rather than providing a detailed explanation of each charge. Either way, it is necessary for the expense report preparer to have a clear business explanation, business purpose, and charging instructions (COA) for all transactions. Receipts do not always provide all the necessary information needed.
The business office will not process your P-card transactions if you have not provided all of this information, clearly, and provided all of your receipts for charges over $75.00. We will reach out to you if further information or documentation is needed.
- Receipts for all transactions $75.00 USD and over are required.
- Receipts that do not include tips, fees, or surcharges cannot be submitted.
The total P-card charge must match the receipt. You may need to contact the vendor and request a final receipt if the amount charged does not match the receipt you submitted to the business office.
- For any meals or food expenses over $75, itemized receipts are required. If the itemized receipt is not submitted, a Missing Receipt form must be completed.
- For lodging expenses, all receipts are required, even for charges under $75.
Any P-card transactions that are not cleared within 90 days will lead to automatic suspension of your P-card.
- Once suspended, your card will not be reinstated until all of your charges are fully cleared.
*NOTE* Do you know that ER&M Staff are here to help you, support you, explain financial policies, and make these processes easier for you? Feel free to reach out to us at any time. Our job is to help you comply with university policies, and reduce the amount of time you need to spend dealing with financial transactions. We are willing to work with you in whatever format is most convenient for you.
- You may prefer to send all receipts via email, provide information from the weekly Workday pending transaction report that we send you, forward the automated notifications from Workday with details listed, create your own spreadsheet, provide paper receipts, or meet with staff remotely/in person and we can dictate your explanations. We are flexible. Whatever works best for you is fine with us, as long as we can get your transactions cleared within 30 days, ideally.