How it works
Learn about the do’s and don’t’s of the purchasing card program by reading the Purchasing Card Policy. All Faculty members should review the Dean of Faculty Spending Guidelines, prior to using the pcard. Also please read the guidelines for retaining meal receipts while using the purchasing card PCard-Receipt Collection Policy.
Log into the finance system. Click on the Apply for a Pcard tile. Submit both the agreement and application electronically. For more information please read about our New Pcard Application Process.
Refer to the Pcard instruction manual to learn how to reconcile transactions and submit your pcard reconciliation.
There is a new preferred method to submit Pcard Recons within the Finance system. It allows cardholders to attach backup (either pdf or jpg files) to specific transactions. The submission process will combine the report and all documents into one pdf file. Once submitted, the system uses workflow to send the document for approval. Faculty do not need supervisory approval as their recons are directed to the Controller’s Office for final approval. Staff recons will be directed to their supervisor or alternate approver for departmental approval then to the Controller’s Office for final approval. Workflow and approvals are maintained within the Finance system. All Pcard recons are stored in Docfinity, our ECM system for record retention.
Instructions for the new pcard recon process are listed below. Be sure to select the correct instructions based on your affiliation.
Documentation for Faculty
Documentation for Admin/Staff – these documents also include instructions for supervisors to approve submitted pcard recons.
Other Useful Information
- Proxy-Quick Reference Guide – for Admin Assistants who prepare Pcard reconciliations for others
- Cardholder Submit Only-Quick Reference Guide – for cardholders who have a proxy prepare their reconciliation. It includes easy login/logout instructions for the occasional user.
If cardholders don’t use the new process, they are still required to submit their recons (expense report and all required backup) with appropriate signatures through email to [email protected].
If you have interest in using the new process, please email [email protected].
Lost/Stolen Credit Card?
As soon as possible email: