PCards

To ensure timely reconciliation please provide the appropriate documentation for the transaction. 

All transactions require an itemized receipt showing a zero balance. 

Itemized Receipts: A legible and itemized receipt from the merchant is required for all purchases and must include the following information:

  1. Merchant name and address
  2. Date of purchase
  3. Itemized description of item(s) purchased
  4. Quantity of each item and unit price
  5. Shipping charges and ‘ship to’ address*
  6. Total of the purchase

Food Purchase Documentation: 

If for human consumption, the documentation must include:

  • A list of attendees 
  • The name and date of the event
  • Any supporting documentation (e.g. an event flier, invitation, etc) 
  • In some cases, an AP107 may be required by your college/department 
  • Department head signature

Alcohol Purchase Documentation: Purchases of alcoholic beverages should be strictly limited and must have the signature of the appropriate Director, Dean or Vice Chancellor in addition to the documentation requirements above.

In some cases, an AP107 and/or Request to Purchase/Serve Alcohol form may be required by your college/department. 

Gift Card Documentation:. Gift cards purchased for employees are taxable income to the employee. When gift cards are purchased with a PCard, it is necessary to attach certain information to the purchase card receipts. This information will be reported to Payroll monthly and the appropriate federal and state taxes will be withheld from the employee’s paycheck. 

Gift cards for non-employees may be purchased using a PCard.

Individual gift cards must be reported to the University Controller’s Office.

Information Required for Gift Cards for Employees
Full name of recipient(s); a list may be attached to the receipts for multiple recipients Employee ID Email address Gift card value Date of purchase 
Information Required for Gift Cards for Non-Employees
Full name of recipientEmail address (if applicable)Mailing addressGift card valueDate of purchase 
Exceptions to this information being required is if the non-employee is a research incentive participant and has requested anonymity (IRB approved). 

The project and/or phase and detailed business justification must be noted on the receipt. 

Internal Deadline: 2 business days prior to the university’s statement approval deadline 

PCard Deadline Calendar