Steps for the Monthly P-Card Reconciliation Process

1. Access the Concur System
   • Log into Concur, the University’s software for allocating P-Card charges to the appropriate budget
   • Transactions are available on a daily basis, enabling Cardholders and Delegates to reconcile as often as necessary
   • Guides and videos are available on the Concur Website
   • Email Concur@ua.edu with questions
2. Gather Required Documentation
   • Each transaction over $75.00 must have an itemized receipt showing date of purchase, vendor name, each item purchased, and price of each item
   • Acceptable documentation includes sales receipts, priced packing slips, cash register receipts, faxed receipts, or emailed receipts
   • All required receipts must be scanned into a legible image file (.pdf, .jpg, etc.) and uploaded, emailed, or directly imported into the reconciliation software
3. Create an Electronic Expense Report in Concur
   • Allocate each transaction to the appropriate Banner FOAPAL (Fund, Organization, Account, Program)
     • Ask your department’s budgetary manager for what to include; they are responsible for managing the department’s budgets
   • Include proper and completed documentation, including business purpose statements and itemized receipts for purchases of $75.00 and over
     • We require receipts, regardless of the amount, for lodging and rental cars
     • If receipts are lost, contact the vendor for duplicates or complete a Missing Receipt Affidavit in Concur
4. Review for Compliance
   • Ensure that sales tax has not been charged (request credits if charged)
   • Verify all purchases are allowable and appropriate for University business (review Spending Policy, Travel Policy, Purchasing Policy, and Expenditure Matrix if needed)
     • Make sure that you are following any internal departmental guidelines as well.  Your Supervisor and Budgetary Manager (approver) can return reports to you if necessary
   • Verify that no prohibited or personal items were purchased (keep in mind, this should be completed before payment to ensure compliance. Email Concur@ua.edu with questions before purchasing)
   • Make sure you are following the travel policy when traveling on behalf of the University 
5. Submit for Approval
   • Submit the completed expense report to allow Supervisory and Budgetary approvers time to review and approve
   • The cardholder is responsible for ensuring the submission meets the deadline
6. Meet Monthly Deadline
   • All P-Card transactions must be reconciled and approved by the 25th of the month following the cycle end date
   • Transactions not received by the stated due date are subject to temporary card suspension

The reconciliation process ensures compliance with University policies and maintains proper financial records for the departmental budgets. 

Accounts Payable | accountspayable.ua.edu