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Supply Chain

Using a Procurement Card (P-Card)

A P-Card is a purchasing tool that comes with several responsibilities. Refer to the information in this expanded Help Page to ensure that you responsibly manage your P-Card.

Table of Contents

  1. P-Card Overview
  2. How P-Cards Work
  3. Permissible Purchases
  4. Prohibited Use of P-Card
  5. Verification/Reconciling Transactions
  6. Monitoring Card Activity
  7. Single Transaction Limit (STL)
  8. Credit Limits

1- P-Card Overview

A P-Card is a credit card that is used to procure low dollar goods as outlined in the Procurement Card Manual (5.1.19A).

2- How P-Cards Work

  1. The cardholder uses the card to make a purchase.
  2. The charge is uploaded to Workday within 1-2 business days after the transaction is made.
  3. The cardholder uses the Verify Procurement Card Transaction task in Workday to assign a funding source for the transaction and upload a receipt for the charge.
  4. An Expense Reimbursement Coordinator on the Travel & Expense Reimbursement team reviews/approves the verification task.
  5. The funding source is debited once the verification task is approved.

3- Permissible Purchases

The P-Card may only be used to purchase:

  1. Books (<20 total)
  2. Courier services
  3. Membership fees/dues
    Additional required document for memberships: Membership Justification Form.
  1. Postage
  2. Publication/abstract fees
  3. Registration fees for non-travel events/training courses/seminars*
  4. Subscriptions
  5. Digitally printed posters for conference presentation (e.g., PosterNerd)
  6. Student exam fees supported by the student’s tuition
  7. Employee exam fees required for continued employment
  8. Licenses and certifications required for continued employment

*T-Card should be used for registration fees when travel expenses will be made in conjunction with the event.

ANY ITEMS NOT MENTIONED ABOVE ARE NOT PERMISSIBLE ON A P-CARD WITHOUT PRIOR APPROVAL FROM A UAMS CREDIT CARD ADMINISTRATOR.

Cardholders that make non-permissible transactions may have their card suspended or terminated. Cards that are terminated may not be reactivated and cardholders become ineligible to be cardholders at UAMS.

4- Prohibited Use of P-Card

  1. Printing services subject to Amendment 54 to the Arkansas Constitution and Arkansas State Procurement Laws.
  2. Split purchase or any other form of incremental purchasing.
  3. Accessing/withdrawing cash.
  4. Unauthorized sharing of credit card information.

5- Verification/Reconciling Expenses

For each transaction made on the card, the cardholder uses the Verify Procurement Card Transaction task in Workday to assign a funding source and upload a receipt.

  • Receipts must indicate vendor name, purchase date, total amount due, and itemized cost description.
  • All transactions must be verified within 14 days of the Post Date.

When a transaction is verified, it is reconciled.

Image: Verify = Reconcile

Refer to the Verifying Procurement Card Transactions QRG for step-by-step instructions for completing the verification task in Workday.

Please note:

  • Cards with transactions that are not verified within 14 days are subject to suspension.
  • Cards in a suspended status are not eligible to be reactivated until all transactions are verified.
  • Cards with multiple instances of suspension risk being permanently terminated.
  • If a card is permanently terminated, the cardholder is no longer eligible to be a cardholder for UAMS.

What is Verification?

The cardholder is responsible for assigning a funding source to each transaction. That assignment is done by completing the Procurement Card Transaction Verification task in Workday.

When the cardholder verifies a transaction, they are:

  1. Verifying that the dollar amount and vendor in Workday aligns with a purchase they made.
  2. Indicating which fund and cost center, or other financial worktags, will be used to pay for that credit card expense.
  3. Uploading the receipt as an attachment.
image: Verifying a card transaction reconciles the transaction.

Verifications Lost in Draft Status

Lose track of a verification task in Draft status? No problem! You can run a report that returns a list of all your verification tasks, then filter the results to view only those in Draft status.

See QRG – Resolving Draft PCard Transaction Verifications for step-by-step instructions.

Finding Unreconciled Expenses

  1. Run RPT – Find Unreconciled Credit Card Transactions (UAMS)
    1. Enter the last four digits of your card in the Last 4 Digits of Credit Card Number field.
    1. Click OK.
  2. Unreconciled transactions will be listed. If the report returns 0 items (“no items available”), there are no unreconciled credit card transactions.

6- Monitoring Card Activity

Cardholders are responsible for:

  1. Tracking their card activity (i.e., expenses) to ensure they stay within their credit limit.
  2. Budgeting and planning expenses to stay within the credit limit.
  3. Tracking expenses and comparing to bank statements/online profile to be able to identify fraudulent charges as soon as they appear.
  4. Reporting fraudulent activity to the banking institution.
image: Call the number on the back of your card. T&ER cannot assist with resolving fraudulent card activity.
  1. Disputing erroneous charges directly with the vendor and securing a refund, when applicable. Please note refunds must also be verified in Workday.

7- Single Transaction Limit (STL)

All corporate credit cards (i.e., P- and T-Cards) have a $3,000.00 Single Transaction Limit (STL). Split purchasing to circumvent the STL is strictly prohibited.

To make a purchase >$3,000.00, the cardholder needs an override issued by a Credit Card Administrator. Instructions below.

  1. Email a UAMS Card Administrator. Email should include:
    1. Last four digits of the card.
    2. Copy of the invoice to be paid. Invoice must include: vendor name, description of good(s) being purchased, and amount due.
  2. The Card Administrator will enter an override in the exact dollar amount required for the transaction.
  3. The override authorizes a purchase in the exact dollar amount indicated and remains active until a transaction in that dollar amount is made.

8- Credit Limits

The credit limit for a P-Card resets on the 16th of every month.

Some departments experience high volume months during which they temporarily require higher credit limits.

Temporary credit limit increases are requested in Workday using Create Request. Request type = Request Update To Credit Card Information.