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P-Card Registration Process

In order to obtain a card, you’ll need to complete the following steps:

• Fill out the P-Card Application Form, and submit and obtain the approval of your supervisor via Jira. (LINK Jira Page)

• Once the card has been delivered to Finance, the Purchasing Card Administrator will schedule a required training session with you.

  • After you apply, the typical timeframe for receiving a P-Card is 1-2 weeks.

Training

Once your P-Card has been delivered to SPU, you will receive an email from pcard@spu.edu regarding upcoming training sessions.

Approved cardholders will be required to attend a live training session. This training session will include information on responsible purchasing, monthly tasks such as reclassifying expenses, consequences of non-compliance, and provide a tour of the US Bank account portal.

All cardholders should review the contents of this policy be familiar with the Purchasing Card Policies & Procedures in addition to attending the live training session, as it . It is imperative that cardholders adhere to the policies and procedures outlined in this page. Cardholders should also review the Purchasing Card Procedure Statement.

Card Retrieval

Cards After attending a live training session, cards can be picked up at the at following location once the cardholder has successfully attended a live training session:

• The Office of Finance | The Walls Advancement Center, 25 West Nickerson

Please note that cards are only provided to the cardholder, and cardholders may will be asked to present their SPU ID card for verificationphoto identification. You will sign a copy of the P-Card Agreement prior to being issued your card.

Card Activation Instructions

To activate your P-Card, go to www.access.usbank.com and complete the following steps:

1. Select the Activate Your Card link found at the bottom of the landing page

2. Enter requested card information, card number, expiration date, and last 4 of work phone

3. You will be sent two emails; the first email includes the link to activate your account and the second email includes a passcode

4. Select the emailed link to deactivate your account and then enter the passcode from the second email. You will also be given the option to update your mobile phone number. Select Submit.

5. Set new PIN. Select Submit

If you have any issues with activating your card, please call US Bank customer service at 800-344-5696 where you can also to activate your account through the automated phone system.

Requesting Changes to a Card

To Please email pcard@spu.edu to request any of the following changes, please email pcard@spu.edu and CC your supervisor to approve your request:

• Temporary limit increase

• Default Fund / Org changes

• Name Change

• Account Information Change (general contact information including email and phone number)

Temporary Limit Increases

To request a temporary limit increase, please email your supervisor for approval. The email must include the:

• Business reason for the request.

• Timeframe during which the purchase will be made

• Amount of the transaction

Once approved, this request must be forwarded to pcard@spu.edu for final approval.

Monthly Tasks

As part of the responsibility of owning a P-Card, please complete each of the following tasks every month:

Complete your reclassification and descriptions in the US Bank portal. For a step-by-step guide on the complete reclassification process, please view the Reclassing Transactions in US Bank guide

Reclassing Transactions in US Bank

Log into US Bank each month to complete your reclassification tasks. Go to http://www.access.usbank.com and then complete the following steps:

1. Click on “Transaction Management”

2. Click on “Transaction List”

3. Select each transaction for reclassification by clicking the boxes under the “Select” menu

4. Reallocate your transaction to the correct account code and enter the business purpose of your transaction:

• The IRS requires a valid business purpose for each business expense

• For example, if you pay for a business meal, you should list the names of the people who attended that meal (if less than 10 attendees) or the total number of attendees (if 10 or more attendees)

5. Save your transactions

Here is a list of common accounting codes to help you with your reclassification:

• 71201 General Supplies

• 71207 Computer Supplies

• 71210 Non-Capital Equipment

• 74404 Team Travel

• 74501 Off-Campus Business Meals

• 74502 On-Campus Meals and Refreshments

• 76111 Professional Memberships and Dues

• ADD TRAINING ACCT CODE

Please reach out to your Budget Manager or the SPU P-Card Administrator (pcard@spu.edu) with any queries related to the correct usage of accounting codes.

Submitting P-Card

Statements to Finance

The Accounts Payable Department does not receive copies of P-Card statements. In order to receive a copy of your statement, go to http://www.access.usbank.com and then complete the following steps:

1. Click on “Account Information”

2. Click on “Cardholder Account Statement”

3. Search for your account

4. Click on the statement you’d like to download

5. Save your statement as a PDF to your computer

• Scan US Bank Statement and relevant receipts and submit them to AP Jira

  • Receipts are required for purchases greater than $75

  • Lodging requires receipts for any dollar value

• Complete your reclassification and descriptions in the US Bank portal. For a step-by-step guide on the complete reclassification process, please view the Reclassing Transactions in US Bank guide

  • Audits of approvers are performed regularly to ensure that approvals are being accurately exercised

  • Approvers are granted permission to review receipts, confirm that accounting is correct, and ultimately approve the expense

How to Download a Copy of your P-Card Statement

Reclass and Upload in Jira

After you have reclassed your transactions in US Bank, you must send your statement to the Accounts Payable department via Jira.

To upload your statements to AP Jira, please complete the following:

1. Log in to Jira at https://spu.atlassian.net/jira

2. Click on “Create”

3. Change the Project to “Finance” and the Issue Type to “P-Card Reclass”

4. Complete the Summary field (discuss tomorrow with Wiki workgroup)

5. Change the Component to “AP”

6. Change the Assignee to your supervisor

7. Attach your reclass bank statement to the ticket

8. Click “Create”

At this stage, your ticket will be sent to your supervisor for review and approval.

Leaving the Organization

If you are leaving the organization, please complete the following steps:

1. Send an email to pcard@spu.edu to confirm the cancellation of your card

2. Either destroy your card or hand it over to Finance who will destroy it on your behalf

• No splitting of a transaction (i.e., splitting a $3,000 transaction into two $1,500 transactions to bypass the $2,000 limit)

• Monthly cycle is the 26^th of the month to the 25^th of the following month

  • Please see the monthly schedule (insert cycle close date schedule?)