P-card FAQ

Summary

This article covers P-card management in Workday, including reconciliation of transactions, approvals by supervisors, transitioning from Wells Fargo to U.S. Bank cards, and instructions for requesting or replacing a P-card.

Body

View more p-card information on The Fountain.

Where and how do I reconcile my p-card?
All p-card transactions are now reconciled inside Workday through the expense feature. View this Job Aid for instructions. This demo video also helps guide you through the process.

Approvals
Your approver is now your current supervisor. If your approver chooses to delegate their work to allow someone else to approve, please review the delegation job aid.

When should I reconcile or submit my expense report with p-card purchases?
There is no longer a set cycle or deadline for submitting p-card reports. However, if you've made purchases, we recommend checking and submitting expense reports weekly. 

Will I be reminded if I make a purchase on my p-card and need to fill out an expense report in Workday? 
Workday will send you a reminder if you have not submitted or filled out an expense report five days after your purchase.

What happens if I don't fill out an expense report in Workday for my p-card purchases?
If you have not completed an expense report after fourteen days of your purchase, the expenses will be sent to your supervisor to complete. 

Why doesn’t my p-card work?
If you are trying to use a Wells Fargo card, it has been deactivated. The university transitioned to U.S. Bank cards on July 1, 2024. Please pick up your new card and turn in your old card during normal business hours at the Business Services office on the second floor of Wigley Administration.

I need a p-card, how do I request one?
You can request a p-card within Workday. View this Job Aid for instructions.

I lost my U.S. bank card, what should I do?
Call US Bank at 1-800-344-5696 as soon as possible to close out your old card and request a replacement.

 

Purchasing Card ISRS to Workday Object List

as of July 17, 2024 - some Workday Spend/Rev Cat IDs may not be available. If not, they may be coded as Other Expenses.

ISRS Object Code ISRS Object Code Description WD Ledger Acct Number WD Ledger Acct Description Workday Spend/Rev Cat ID Workday Spend Revenue Cat Description
1110 Advertising 60000 Purchased Services SC0003 Advertising
1260 Maintenance Contracts 60030 Repairs & Maintenance SC0000 Default
1280 Other Repairs 60030 Repairs & Maintenance SC0000 Default
1460 Other Printing 60000 Purchased Services SC0109 Duplicating and Printing
1730 Software rental/license/subscription 60000 Purchased Services SC0228 Software License Fees
1755 On-line subscription/system access fee 60000 Purchased Services SC0179 On-line subscription/system access fee
1850 Contracted Food Service 60000 Purchased Services SC0077 Contracted Food Service
1870 Other Purchased Services 60000 Purchased Services SC0184 Other Purchased Services
2010 Postal, Mailing, & Shipping 60000 Purchased Services SC0200 Postal, Mailing, & Shipping
2120 Travel Expense - In-State 60000 Purchased Services SC0261 Travel
2122 subscriptions 60000 Purchased Services SC0209 Registration Fees - In-State
2130 Living Expense - In-State 60000 Purchased Services SC0193 Parking
2220 Travel Expense - Out-of-State 60000 Purchased Services SC0017 Airfare
2222 Registration Fee - Out-of-State 60000 Purchased Services SC0211 Registration Fees - Out-of-State
2230 Living Expense - Out-of-State 60000 Purchased Services SC0261 Travel
2520 Travel Expense - International 60000 Purchased Services SC0261 Travel
2522 Registration Fee - International 60000 Purchased Services SC0210 Registration Fees - International
2530 Living Expense - International 60000 Purchased Services SC0261 Travel
2710 Student Activities 60140 Other Expense SC0236 Student Activities
2720 Student Travel 60140 Other Expense SC0247 Student Travel -  In state
2870 Memberships 60140 Other Expense SC0172 Memberships- Individual
2891 Fees - Includes Permit and License Fees 60140 Other Expense SC0118 Fees - Includes Permit and License Fees
3000 Supplies & Materials (Not for Resale) 60010 Supplies SC0253 Supplies & Materials (Not for Resale)

 

Details

Details

Article ID: 1079
Created
Mon 7/1/24 3:17 PM
Modified
Tue 7/30/24 9:42 AM