Procurement Card

In order to accommodate the workflow within the P-card module each cardholder must provide information pertaining to the following:

  • The staff that reconciles and approves transactions. Please provide two staff members for each to accommodate backup personnel.
  • The default code block for transactions not procurement cardreconciled by the monthly deadline. For KUCR expenses, default cost centers should be a departmental or investigator F&A return cost center  or other non-grant cost center (e.g. royalty account, service account, etc.)  The general ledger account number of 136999 has been assigned to these un-reconciled transactions.
Related Forms and Information Comments
2018 Statement KU Research Force Close Dates PDF
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This is the list of P-card billing period close dates, after which journal updates will be necessary to change funding.
Department Approver Definition
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This is the person who signed the transactions logs in the previous BPC module. Historically, this person was called the department signature authority. Since there are no logs to sign, this person reviews each transaction in the P-card module. If correct, the department approver changes the transaction status indicator to "verified." The transaction is then ready for Central Accounting Services or KU Research Accounting, respectively, to review and approve the transaction.

The department approver cannot be the same person as the reconciler.
KUCR Credit Card Application Form MS Word Doc 
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Instructions and rules of KUCR credit cards. Be sure to check back frequently for updated versions of these publications.
KUCR Credit Card Training Manual PDF  
Procurement Card PeopleSoft Financials Access PDF
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Use this form to request PeopleSoft access for reconcilers and approvers who have completed FSKU training.
KU Research Department Pcard Transactions PDF
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Instructions for using the KU Research_DEPT_PCARD_TXNS query to view transactions for a department or cardholder.
KU Research P-Card Correction Request MSExcel
Reconciler Definition
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This person receives the transaction receipts from the cardholder and attaches them to the entry in P-card module. The reconciler also enters the correct funding/distribution information (expenditure account, fund, and department ID) for the transaction. Once the funding/distribution is complete, and the receipts are attached, the transaction is saved. It is now ready for the department approver.

The reconciler cannot be the same person as the department approver.


  Accountable Plan  Policy Purpose and Goals  Signature Requirements          
Financial Services
Linda Kerr
Assistant Director
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