P-Card for cardholders and approvers

Charges arrive from the bank’s file every day. Each one needs a receipt, a business purpose and coding.

Reconcile a charge

1. Open P-Card. The To reconcile filter shows your charges that need you.
2. Open a charge and attach the receipt. Spend reads the merchant, date, total, tax and card digits and compares them with the charge.
3. Enter the business purpose and check the coding.
4. Submit it. It goes to your approver.

Lost a receipt? File a missing-receipt affidavit on the charge instead.

Flags

Spend flags charges as they arrive:

• Split purchase: several charges at one merchant in a short window that together pass your single-purchase limit.
• Blocked or restricted merchant category: merchants your program does not allow, or allows only with a reason.
• Over the single-purchase or monthly limit, off contract when a contract covers the item, duplicate, and no receipt past the receipt threshold.
• Late reconciliation when a charge waits too long for you.

A flagged charge needs an explanation.

Approvers

Approvers see each charge with its receipt, flags and coding, and can approve it or return it with a note.

Disputes

If a charge is wrong, mark it Disputed and follow your bank’s dispute process.