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.
- 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.