Purchasing Card Procedure
- Justin Freeman
- Laurie Murphy
- Smithwick, Jen
P-Card Registration Process
In order to obtain a card, you’ll need to complete the following steps:
Fill out the SPU Purchasing Card Application / Change Request Form (See Accounts Payable Forms), and submit and obtain the approval of your supervisor via Jira.
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 Purchasing Card User 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
Fill out the SPU Purchasing Card Application / Change Request Form (See Accounts Payable Forms), and submit and obtain the approval of your supervisor via Jira.
The application must include:
Business reason for the request.
Timeframe during which the purchase will be made.
Value of new temporary limit.
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 Access Online 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 Access Online 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
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 and/or grant-related spending 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.
Accidental Misuse of P-Card
When submitting reimbursement by cash, check (payable to Seattle Pacific University) or card to the University due to accidental misuse of a P-Card:
Inform your Budget Manager / Supervisor as soon as possible
In US Bank Access Online, reclass the transaction to your default Fund/Organization/Account 71201 General Supplies. The transaction will be reversed from impacting your department’s budget once the personal payment is received
Complete a Transmittal of Funds form and bring with payment to the Finance Office
Provide the name and SPU ID of the P-Card holder in the “Payment from/for” line
Check box “This is a Refund/Reimbursement”
Match the FOAA to the P-Card expenditure on your P-Card reclass. Code the transaction to your default Fund/Organization/Account 71201 General Supplies.
Count cash, check and card payments separately and provide the totals on their respective lines
Provide any information about purchases on the “Description” line
Note - contact Finance if you prefer to repay an accidental misuse of a P-Card via card. Finance can take payment via Square; associated fees will be passed on to the user.
Lost or Stolen Credit Cards
Like your personal credit cards, if your P-Card is lost or stolen, you must contact the bank immediately by phone. You must also contact the P-Card Administrator (pcard@spu.edu).
The cardholder’s department is responsible for any charges made on the card prior to the card being reported as lost or stolen. Keeping track of the card and immediate notification will mitigate any potential loss.
Once you have reported your card as lost or stolen, the card will be closed and a new card will be issued and sent to the P-Card Administrator within one work week. If the old card is located at a later date, destroy it by cutting it in half and disposing of it. Do not attempt to use the old card.
Fraud
If you encounter fraud on your account, please complete the following steps:
Inform US Bank at 1-800-344-5696 as soon as possible
Contact the Finance office at pcard@spu.edu
Please note: US Bank also sends fraud alert notifications to the SPU Accounts Payable (AP) office. If AP receives a fraud alert, they will directly contact the cardholder
Leaving the Organization
If you are leaving the organization, please complete the following steps:
Complete the Purchasing Card Application / Change Request Form (See Accounts Payable Forms)
Either destroy your card or hand it over to Finance who will destroy it on your behalf.