P-card FAQ

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.

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)