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PCard Basics

This guide outlines the essential aspects of PCard usage, detailing which transactions are permitted and which are prohibited. It covers various categories such as eBay purchases, airline luggage payments, conference registrations, and more. Additionally, it highlights the process for reconciling transactions, addressing non-compliance, and reporting issues. Key features include troubleshooting tips for obtaining receipts and contacts for assistance. This resource is designed to support cardholders in navigating the PCard system effectively.

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PCard Basics

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  1. PCard Basics Jeff Sembar

  2. Allowed • eBay (in conjunction with PayPal) • Antibodies • Paying for luggage for airlines • Foreign merchants • Conference registration • Purchase of work VISA

  3. Not Allowed • Purchase of animals • Microwave or refrigerator • Hotels • Gifts/Donations • Alcohol

  4. Random PCard ?’s • Can I pay for conference registration that includes: classes, meal, and room? • Can I pay for airline ticket insurance? • When is month end?

  5. Statements All Reporting: • Transaction button • Transaction Detail w/ Page Breaks • Select billing cycle date/card name This will give you the same information as a statement.

  6. Non-Compliance If a transaction was not reconciled or approved, don’t wait for a non-compliance form. • Transactions • Select trans id / is equal to / (trans id #) • Process query / Proceed with query • Click on transaction and enter note depending on role. • Ex: Approved 7/19/10 JS

  7. Lost Invoice • Contact the merchant for a duplicate • If the merchant information is not clear, find them in the merchant profile list and google the name or number to find something about them. • If that fails and a duplicate cannot be obtained on a valid purchase, then a missing receipt form needs to be completed by the cardholder.

  8. Questions? Enhancements? Policy? Issues?

  9. Links http://www.pacs.arizona.edu/Purchasing_Card The links to forms, policies and everything else, is located on the left margin of this page.

  10. Problems with anything else PCard • Contact us! Phone or Email

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