» PCard

The University provides Business Purchasing Credit Cards (P-Cards) to certain individuals to facilitate business travel and the purchase of low-cost items for their departments. Purchasing Cards are not intended to by-pass the university’s typical purchasing processes.

Purchasing Cards are issued to a named employee (cardholder) and that employee is solely responsible for all purchases made with their card. Authority to use the purchasing card may not be delegated. A cardholder may use their card on behalf of another employee or department of the University, provided these purchases serve a legitimate business need of the University.

Purchasing cards must be requested by the Dean or Vice President of the affected department and must be approved by the VP/Controller of the University. Only employees of Chapman University may be issued or retain Purchasing Cards.

The VP/Controller—with input from Deans or Vice Presidents—will determine permanent and temporary credit limits for each card-holder.

Cardholders must sign- and abide by the terms of the Responsibility of Pcardholder Form. This document outlines key responsibilities of the cardholder and includes a partial list of purchase types that are NOT authorized uses of the P-Card.

PCard Training and Request Forms

Toggle Section

New PCard - Permanent Increase Request Form

Temporary PCard Limit Increase Request Form

Responsibility of PCardholder Form

New Pcard holders must complete and submit the following forms to pcard@chapman.edu

PCard Approver's Guide (self-paced training)

Written Guide:

Note: All PCard transactions require supporting documentation to be attached, provide a detailed business purpose, and additional comments as needed

Supporting Documentation:

Airfare: Flight Itinerary, Coach/Economy Class
Hotel: Full Itinerary, No room service allowed, Mini-Bar costs not allowable, Upgrades require justification
Car Rental: Car Rental Agreement, include upgrades and Insurance justification
Meals: Itemized Receipt, List of attendees
Supplies: Detailed Receipt/invoice; if chemicals purchased, provide comment confirming they are Non- Hazardous

Purchases Not Allowed On the PCard (This list is not all-inclusive):

Cash advances
Computers
Employee relocation costs
Federal Funds – check with the Office of Research on allowable expenditures: sps@chapman.edu
Fixed Assets
Furniture
Financial Assistance
Gas for personal vehicle
Gift Cards
Hazardous materials
Personal business meals
Personal charges
Professional Services
Rentals
Room Service
Software Licensing
Sponsorships

Pcard Personal Charges:

Personal purchases are not allowed on the Pcard per policy. If the PCard was charged in error, the university must be reimbursed immediately.
Online payments can be made at: www.chapman.edu/pcardreturn
The Cashier’s Receipt must be attached to the PCard charge in Concur.
Pcard holder must use Expense Type: Amount due to Chapman PCard – 130810
Approver can select to open the details of each specific PCard transaction
- Approver:
  - Scroll Up/Down to review all attachments supporting transaction
  - Review Expense Type information, Amount paid back match receipt attached
  - Review reason for accidental charge
  - Send back to request additional information if needed

Lost/Missing Receipts:

The cardholder should make every effort to get a duplicate copy.
If a copy cannot be obtained, the Missing Receipt Declaration must be completed and attached to the PCard Reconciliation report.

Who Do I Contact For Help?

Chapman University PCard Program Administrator
- Heidi Negrete, negrete@chapman.edu, pcard@chapman.edu, 714-997-6876 (Office)
Bank of America
- 24-hour Customer Service (Lost Card, Pin Number, etc.), 866-569-1641
- 24-hour Fraud Department, 866-500-8262

PCard Reconciliation (self-paced training)

Written Guide:

Click the "Expense" Tab
1. All available expenses will be listed here
Select expenses associated with the billing cycle
On the following page, fill out the required fields such as same, start date, end date
1. Chartfield strings will default your profile with Human Resources. They can be modified manually by typing in the designated field
2. Always click "No" for "Claim Travel Allowance"
Click on "Create Report"
On the following page, begin the PCard reconciliation process by selecting an expense from the list below. All fields with a red asterisk (*) or exclamation (!) are required
1. In the Additional Information box, include a description of the purchase; the Comment box can also be used to add more details. An Expense Type must be selected for each charge. This determines the account number the expenditure gets charged to on the general ledger
Click "Save Expense"
Click "Submit Report
On the following page, click on "Accept and Continue," Submit Report," and "Close" to go through the workflow

PCard Reconciliation - Allocating Expense Lines to Different Chartfield Strings:

Video Tutorial (1:43)

Written Guide:

Select the PCard transactions you need to reconcile.
Click "Move" and select "To Current Report".
1. Each transaction that was selected will show as an expense line item.
Select the Expense Line that needs to be charged to a different Chartfield String.
If the "Sales Tax" amount does not automatically load from the receipt, you will need to enter it manually.
1. Be sure to enter the "Sales Tax" before clicking the "Itemize" button.
2. DO NOT enter anything in the "Sales Tax Accrual" or "Sales Tax Accrual Comments" fields.
Click "Allocate" near the bottom right.
Indicate the "Amount" you need to allocate.
Indicate the new Chartflield String the expense line needs to be charged to.
1. All saved Chartfield Strings will be available when you click on any of the entry fields.
When you are done, click "Save".
If you need to allocate another expense line item to another Chartfield String, select the Expense Line from the menu on the left.
1. Repeat the previous steps.
After everything is saved, click "Done."

Special Expense Types (self-paced training)

Written Guide:

If you can’t find the expense type you are looking for under the Expense Type Section, you will need to select “Special Expense Type” to continue the process.
1. Click on the Expense Type Dropdown to show the available option
  1. Scroll down to Section 09 –Other and select “Special Expense Type”
Once you select “Special Expense Type” in the first section, a secondary Expense Type section becomes available below.
The secondary Expense Type section contains additional expense types to choose from that were not available in the first section.
1. Find your specific Expense Type to continue the process.
Here is a list of the Expense Types only available in the secondary section.
1. Use the highlighted Index to find which expense types are used for each department.
2. If you cannot find the specific Expense Type you are looking for in this list, please use the contact info below for more assistance.
  1. Travel and Expense: John Van Buren vanburen@chapman.edu
  2. Heidi Negrete negrete@chapman.edu

Please visit the PeopleSoft Scheduler to schedule virtual or in-person Concur training sessions.