Purchase Card
Basics
Basics
All PCard transactions must be fully processed by this deadline.
What is the mandatory closing date?
Every travel transaction must include this approved document.
What is a Travel Authorization Form.
After selecting a transaction for processing, you must process the Comment Section, add this, and upload detailed attachments.
What is the Allocation Accounting Code?
You stop for fuel while driving your personal vehicle for work and want to pay with your PCard. Allowed or Not Allowed?
Not Allowed. The PCard may be used to fuel Agency vehicles and rentals only—not personal vehicles.
When entering comments for a transaction, your comment must be on one line and cannot exceed this many characters, including spaces.
What is 50 characters?
A hotel stay was charged to the PCard. This itemized document must be attached to the transaction.
What is the itemized hotel check-out confirmation paperwork?
To locate transactions from a prior billing cycle, select this option after going to Transactions → Transaction List.
What is Previous Transactions?
Your manager approves overtime meal, and you have the required detailed receipt and employee information for a $22 meal. Allowed or Not Allowed?
Allowed. An approved overtime meal may be paid by PCard up to $25.
A cardholder accidentally uses the PCard for a personal purchase. This person must be notified by email.
Who is the PCard Administrator?
You lost a regular detailed receipt for a transaction under $30 and the vendor cannot provide a duplicate. Complete this form found on the PCard Resource Center.
What is a Missing Receipt Form?
A credit is received during the same reconciliation period as the original purchase. You should use this accounting code when processing the credit.
What is the same accounting code used for the original purchase?
A full-time employee receives approval to purchase $275 in safety footwear using a PCard. Allowed or Not Allowed?
Allowed. Full-time and LT staff are allowed up to $300 per fiscal year.
When using the Work Order process, these two numbers must be included on the invoice, if applicable, and entered into their appropriate tabs in U.S. Bank.
What are the Work Order and Project numbers?
A fueling receipt is missing. Instead of the regular lost-receipt process, you must download this specific form from the PCard Resource Center.
Missing Gas Receipt Form
A credit arrives after reconciliation has closed. In addition to using the same GL Allocation, this date from the original transaction must be entered in the comment section.
What is the original transaction's posting date?
A vendor already has a contract with the Agency, but your proposed purchase is small enough to fall under the PCard low-dollar spending limit. You want to use the PCard. Allowed or Not Allowed?
Not Allowed. A contract vendor requires the PR/Contract Release PO process.
A cardholder accidentally uses their PCard for a personal purchase. To properly correct the mistake, they must notify the PCard Administrator, complete the required paperwork, and take this financial action.
What is reimburse Accounting for the transaction amount?
You're reconciling a safety-footwear purchase. Name the two documents that must be attached to the PCard transaction.
What are the approval form and the receipt?
A credit arrives after reconciliation has closed, but you don't have an attachment for the credit. This form should be used instead.
What is the Credit Memo Form?
You need to use a PCard for an insurance-related project and decide to proceed without obtaining the required review and approval. Allowed or Not Allowed?
Not Allowed. The request must first be reviewed and approved by Warren Green.