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 within 5 days of being posted 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

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 DAYS OF BEING POSTED TO YOUR ACCOUNT.  Emails will be sent if transaction is not reconciled, with supervisor cc'd when necessary.

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 with approval email
• 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.
•  
• 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!!
• 
•  
• 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. And will audit 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