P-Card

Employees requesting a purchasing card (P-Card) are responsible for understanding all policies related to the use of a P-Card. This information is provided to support staff in complying with the policies of the institution. 

Quick Tips

• P-Card Expenses must be reconciled on a weekly basis as they post to your account
• P-Cards CANNOT be used to pay individuals, suppliers who come on campus to provide their service, Amazon or for gifts
• Each expense/credit must be reconciled with its own packet, cross-referencing as needed

• Each P-Card packet must create a complete picture of the expense – what it is, why it was needed, a receipt that demonstrates exactly what was paid and for what items, etc. 

   

   

Requesting a P-Card 

Step 1 - Review the Purchasing Card web page               

Step 2 - Review the P-Card Restricted List 

Step 3 - Complete the P-Card quiz 

Step 4 - Complete the P-Card Application

If fingerprinting is needed, contact Geralyn Toth

Be prepared with the following information:

• Your mailing address (each campus is unique:)
  • Downtown: Mail Code:1520 - 541 E. Van Buren St. Phoenix, AZ 85004
  • Tempe: PO Box 871612 Tempe, AZ 85287-1612
  • Polytechnic: Mail Code:1980 - 5885 S. Twining St. Lantana Hall, Ste. 100
    Mesa, AZ 85212
  • West Valley: Mail Code:2851 - PO Box 37100 Phoenix, AZ 85069-7100
• Email address
• Work Phone
• Employee ID
• Cost Center (contact your supervisor or the Business Office if you do not know)
• Program or Gift (contact your supervisor or the Business Office if you do not know)
• Limits will be default only.

Step 5 - You will receive confirmation from Adobe Sign that your application has been signed.

Step 6 - Upon receipt of the card, follow the instructions carefully to activate your card and familiarize yourself with all related processes.

Step 7 - Prior to using your P-Card you will need to Request the P-Card role in Workday

Requesting the P-Card role in Workday

**Process being updated: Please check back or contact the Business Office. 

The Workday Role allows you to reconcile your P-Card transactions through Workday as required. 

Step 1 - Log into Workday and type Create Role Request into the search bar

Step 2 - Select New Request for Self

Step 3 - Complete the Security Provisioning Request with information as noted below:

Step 4 - Select Submit. Your request ID is provided in the successfully submitted message.

Add the P-Card App in Workday (Global Navigation)

This will only need to be done once.

Step 1 - Select the Menu drop down in the upper left of your Workday landing page where you will see the Apps and Shortcuts menu

Step 2 - Add and edit your options using the tools at the bottom of the list – use keywords in the search function

Step 3 - Search for the P-Card app, select “+” to add it to your Main Menu

Step 4 - Use “Edit” to rearrange or delete apps on your menu as needed

Steps to Reconcile P-Card Expenses in Workday

Quick Process Overview for Cardholders

1. P-Card holder makes a purchase using ASU issued P-Card
2. Expense processes and pulls in to Workday
3. P-Card holder accesses through P-Card app

4. P-Card holders upload all required documentation for expenses in Draft status (see list below) 

   EXPENSES IN DRAFT STATUS MUST BE VERIFIED NO LATER THAN 5:00 PM EVERY MONDAY.

5. When all documentation has been uploaded, P-Card holder selects Save for Later
6. Yay! P-Card holder is done with their part!
7. P-Card holder will be contacted if there are errors or items missing from documentation.

Step-by-Step Guidance for Reviewing/Uploading Documents

Find your expenses in Draft Status and upload your documents

Step 1-Select the P-Card app from the menu as added in #1 above

Step 2 - Click the View More option in the My P-Card Verification (Draft PCDs) section

Step 3 - P-Card verifications that require action will be listed

Prepare your required reconciliation documentation (saved as on PDF document)

REQUIRED (all Forms are located under the Barrett Intranet Forms link:)

• Completed P-card Coversheet (must have a complete Public Purpose/Benefit statement)
• Itemized Receipt
• Business Meals Form (for ALL consumable purchases, regardless of use) and Attendee List

If applicable:

• Marketing approval for SWAG purchases
• Maricopa County Food Inspection snip (required for restaurants/food suppliers)
• Special Events Registry
• Temporary Food Permits, Snip of Health Grade, etc.
• Approval Emails from ASU Food Services, other departments, supervisors, Dean, etc.
• Delegation to Use Form (required if P-Card used by person other than P-Card holder)
• Event information (flyers, invitations etc.)
• Other documentation that supports the purchase

Step 4 - Upload your reconciliation packet

• A - Click the related actions icon to the right of the “PCD” number
• 
• B - Place the cursor over the Procurement Card Tran and select Edit.
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• C - Under Attachments, attach the reconciliation packet you created with all of the required documentation and complete cover sheet.
  • Files can be added using the ‘drag/drop’ into the space indicated or by browsing and selecting the file from your computer

• D - When reconciliation packet is attached, click Save for Later. Do Not Submit!!
• 
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• Step 5 - Remaining Process steps
•  
• -The Barrett Business Office will complete the remaining steps to submit and approve each P-Card transaction for proper expense allocation.
• -Heather Marshbank allocates all budget items according to the coversheet information and reconciles the tax status.
• -Christine Fleetwood audits the attachments to ensure all necessary documentation has been attached.

Repeat as needed for all transactions on DRAFT status.

References

• PUR manual
• P-Card Users Guide
• P-Card Restricted Purchase List
  • Note: this list is updated regularly– always double check before using your P-Card
• Procurement Quick Reference Guide
• Workday Landing Page
• Barrett Processes: Receipts