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 in addition to attending the live training session, as 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 can be picked up 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 be asked to present their SPU ID card for verification. 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 where you can also activate your account through the automated phone system.
Requesting Changes to a Card
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)
Monthly Tasks
As part of the responsibility of owning a P-Card, please complete each of the following tasks every month:
Type a description of the expense
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)
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
Reclassing Transactions in US Bank
Log into US Bank each month to complete your reclassification tasks. Go to 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
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
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.
How to Download a Copy of your P-Card Statement
The Accounts Payable Department does not receive copies of P-Card statements. In order to receive a copy of your statement, go to www.access.usbank.com and then 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
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:
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
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:
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
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 26th of the month to the 25th of the following month
Please see the monthly schedule (insert cycle close date schedule?)
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