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 be familiar with the Purchasing Card Policies & Procedures in addition to attending the live training session. It is imperative that cardholders adhere to the policies and procedures outlined in this page.
Card Retrieval
After attending a live training session, cards can be picked up at the following location:
The Office of Finance | Walls Advancement Center, 25 West Nickerson
Please note that cards are only provided to the cardholder, and cardholders will be asked to present photo 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:
Select the Activate Your Card link found at the bottom of the landing page
Enter requested card information, card number, expiration date, and last 4 of work phone
You will be sent two emails; the first email includes the link to activate your account and the second email includes a passcode
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.
Set new PIN. Select Submit
If you have any issues with activating your card, please call US Bank customer service at 800-344-5696 to activate your account through the automated phone system.
Requesting Changes to a Card
Please email pcard@spu.edu to request any of the following changes:
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
The P-Card monthly cycle runs from the 26th of the month to the 25th of the following month.
As part of the responsibility of owning a P-Card, please complete each of the following tasks every month:
Reclass 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:
Click on “Transaction Management”
Click on “Transaction List”
Select each transaction for reclassification by clicking the boxes under the “Select” menu
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)
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
76415 Professional Development & Training
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.
Download P-Card Statement
The Accounts Payable Department does not receive copies of P-Card statements. Each month, the P-Card holder must go to http://www.access.usbank.com and complete the following steps:
Click on “Account Information”
Click on “Cardholder Account Statement”
Search for your account
Click on the statement you’d like to download
Save your statement as a PDF to your computer
Submit P-Card Statements and relevant receipts to Finance
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:
Log in to Jira at https://spu.atlassian.net/jira
Click on “Create”
Change the Project to “Finance” and the Issue Type to “P-Card Reclass”
Complete the Summary field (discuss tomorrow with Wiki workgroup)
Change the Component to “AP”
Change the Assignee to your supervisor
Attach your reclass bank statement to the ticket
Attach receipts for any items with a value of more than $75.00. All receipts related to lodging must be attached.
Click “Create”
At this stage, your ticket will be sent to your supervisor for review and approval.
Audits of approvers are performed regularly to ensure that approvals are appropriate.
Leaving the Organization
If you are leaving the organization, please complete the following steps:
Send an email to pcard@spu.edu to confirm the cancellation of your card.
Either destroy your card or hand it over to Finance who will destroy it on your behalf.
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