Purchasing Cards (P-Cards)

• Each account is to be reconciled on a monthly basis to confirm that all expenditures are accurate and appropriate.
• Each month you will receive your statement directly from JP Morgan Chase.
• Complete the following for each statement:
  • Reconciliation Worksheet
  • Transaction Log
  • Missing Receipt Form
  • Attach all statements, itemized receipts, backup documentation, detailed descriptions of what was purchased, and extensive explanation as to how the items were used and the ASU Public benefit/purpose.  Submit this reconciliation to your Business Services partner within 2 weeks of receiving your statement. P-cards that are not consistently reconciled in a timely manner will be reduced to zero balances at the discretion of the Business Services Team.

• An expenditure that is reasonable, ordinary and necessary to conduct ASU’s business is allowed to be used using ASU funds
• When providing justification for “business purpose” for the expenditure, please provide
• why the expenditure was incurred, it reasonableness and how it benefitted ASU
• Why provide a business purpose?
  • Without supporting documentation the business office is unable to identify the business purpose and purchases may be considered personal or unallowable
  • When giving a business purpose as yourself this question... if an auditor were to come in would he and/or she be able to identify what was purchased, what it was for, and why?

As of June 12th, all PCard increase requests for transactions over $5,000 should be submitted via ServiceNow instead of submitting via email. The new form can be found here. 

Questions and Monthly Credit Limit OR a Monthly & Daily Transaction Limit increase requests, should continue to be e-mailed to PCard@asu.edu.

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Reconciliation Worksheet is only required if there were purchases made during the billing cycle.

• All fields need to be completed (Department, Cardholder Name, Advantage Account #, Last 4 # of Card, P-Card Manager Name). 
• Answer whether all items are reconciled, and if they are not, then complete the Missing Documentation section. 
• Enter the Statement Period.
• Sign and date.

Business Meal Form is only required if food was purchased during the billing cycle.

• Clearly justify why this meal was necessary and how it benefitted the University.
• Provide a complete list of all attendees.
• Authorized Account Signer Signature is needed.
• The receipt needs to be itemized.
• Tips cannot exceed 20%.
• Food can only be purchased on a local account (FG2, FG5, FG9).  If your card is tied to a State account (FG1) food purchases are prohibited.

Reviewer duties are best performed by someone in a business manager or related position who has a complete knowledge of ASU policies and procedures, and who has the authority to question transactions of others (reviewer should not be a direct report of the cardholder). A reviewer cannot function in this capacity for their own p-card statement. Review duties are:

1. Maintains a control list of all p-cards that have been issued in the area for which they have ‘p-card reviewer’ responsibility.
2. Reviews the control list to make sure a monthly statement is received for each card that has been issued. Statements are not issued when there are no transactions charged to the card during a particular month. If no statement is received, the reviewer asks the cardholder to confirm whether or not there were any p-card transactions for the month. (Departments can also run a financial data warehouse query to see if there were any transactions for a particular cardholder during a particular month. Your Financial Services accountant can assist you with this query.)
3. Reviews each P-Card Statement Reconciliation Worksheet to make sure the cardholder has signed it.
4. Reviews the statement to ensure that supporting documentation is attached for each purchase, and the documentation adequately supports the charges, including the business nature of the transaction.
5. Requests additional documentation for any transaction that appears to be personal in nature, and is not fully explained in the provided documentation.
6. Is knowledgeable of PUR, Purchasing Card, and FIN policies and procedures and confirms that all transactions appear to follow all relevant university policies and procedures, are of an appropriate nature to be charged to a p-card and are allowable based on the type of account the card is tied to (state vs. local vs. sponsored, etc.).
7. Signs and dates each P-Card Statement Reconciliation Worksheet, signifying their review.
8. Forwards the signed P-Card Statement Reconciliation Worksheet to the appropriate departmental   area for filing.
9. Financial Services also strongly recommends that the department seek a third-level review from a senior management/business official within their area to help ensure that transactions are allowable, supported by a public purpose, within budget and appropriate for the department, etc.

Financial Services recommends areas file all purchasing card statements and support in a central administrative area, rather than with each cardholder. This allows for and promotes a third-level review beyond that of the p-card manager or designated secondary reviewer.  It also facilitates reviews by outside parties or periodic “audits” performed by senior management of that department/area.  If that is the preference of the area, cardholders need to maintain a copy of their statements and supporting documentation (see #11 under cardholder duties) until receipt of the original statements and documentation by the central administrative area has been confirmed. This confirmation needs to be maintained by the cardholder and serves as their receipt that the ownership of the statements and documentation has been transferred, per departmental policy.  Responsibilities of the central administrative area include: 

1. Maintaining control of all p-card statements and supporting documentation for a minimum of 5 years. Please check with Grants & Contracts Accounting for retention requirements for cards linked to a sponsored grant or contract account.
2. Ensuring that each P-Card Statement Reconciliation Worksheet is timely signed by both the cardholder and secondary reviewer.  Performing reviews of supporting documentation to ensure that charges are appropriate and supported by a public purpose.  Indicating review by signing each P-Card Statement Reconciliation Worksheet as “third reviewer”.
3. Providing copies of requested statements and/or support to areas performing reviews (Financial Services, Purchasing & Business Services, Office of the General Counsel) or audits (University Audit and Advisory Services, Arizona Board of Regents Internal Auditors, State of Arizona Office of the Auditor General (AG’s Office)). Please note, Financial Services acts as the liaison between ASU departments and the AG’s Office. Requests for documentation for AG’s Office audits or reviews will typically come from Financial Services. If a request comes directly from the AG’s Office, we ask that you notify Financial Services.