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Travel P-Card Transactions and Pre and Post Trip Reports

Travel P-Card Transactions and Pre and Post Trip Reports
University travelers typically plan travel months prior to their actual trip using the P-Card to book airfare and register for conferences. Deposits for lodging may also be paid on the P-Card prior to traveling (Note lodging deposits can be reconciled using the Lodging – Deposit Account Code which will not require itemization).

Charges incurred prior to the trip typically will have to be reconciled prior to the trip in order to be in compliance with P-Card deadlines. We recommend completing and submitting a Pre-Trip Expense Report for these types of pre-trip transactions. The travel dates in the Expense Report header can be input as the dates the transactions were incurred.

A post-trip report would then be submitted following the trip to request per diems and reconcile any P-Card transactions incurred while in travel status. The travel dates on this Expense Report should be input as the actual dates of travel. Another reminder when reconciling P-Card transactions is that transactions will typically take 3-5 business days to post in Concur. If you use your card and subsequently note an e-receipt or itinerary in your Available Receipts, please know that you still must wait the 3-5 business days for the actual transaction to post and match with the e-receipt/itinerary documentation.

Tips for Minimizing Disruptions

The P-Card is an easy and convenient way to pay for supplies and travel needed for UA operations. Since the purchases made by UA employees are essential to the goals and missions of departments and UA as a whole, it can be a major inconvenience when declines occur. This is especially important before business travel. Here are some tips for preventing issues that arise when using the P-Card:

  • Be aware of your available credit. You can call US Bank’s customer service number or log in to Access Online to check your available credit.
  • Know your spending limits. There are two spending limits on p-cards. The single purchase limit is the amount you can spend in one purchase. The monthly or cycle limit is the total amount you can spend in the cycle (26th of the month through the 25th of the next month). This can be increased if approved by your department.
  • Determine whether your card is meant to be used for travel-only or both travel and supplies.
  • Reconcile reports in a timely manner to avoid card suspension.
  • Make sure you know the following information associated with your account: billing address, CVV, expiration date. Declines commonly occur because this information in entered incorrectly. It’s a good idea to confirm these details and try the charge again when your card declines.

Please feel free to reach out to P-Card Services at pcard@ua.edu with any questions.

Professional Services and Payments to Individuals

As a reminder, payments for professional services and payments to individuals (through PayPal, Venmo, Square, etc.) should not be made using the purchasing card (P-Card).  These types of payments should be made through Concur Invoice.  There are multiple requirements that must be met before payment can be made for these items.  If you have any questions, please see the Professional Services Guidelines website, the Independent Contractor website or contact the UA Tax Office at tax@ua.edu.

Amazon Business Integration in Concur

Amazon Business Integration is now available in Concur, which allows users to quickly access Amazon receipts in Concur without saving and uploading the receipts. After items in your Amazon order ship, the receipt will show up in your available expenses as a Pending Card Transaction within 24-30 hours. To take advantage of this feature, you must verify your UA email address in your Concur profile. For instructions on verifying your email address in Concur, see page one of the “User Profile Setup Guide” in our Concur training resources. Please feel free to contact us with any questions at pcard@ua.edu.

New Milage Rate for 2024

The IRS has announced an increase in the standard mileage rate for 2024.  Effective January 1, 2024, the mileage rate paid to persons traveling in privately owned vehicles on official business for the state will be 67 cents per mile (up 1.5 cents from 2023). The updated mileage rate is available in Concur and on the Accounts Payable Mileage Rates webpage.  When you enter mileage in your Concur Expense Report, please make sure you include the correct transaction date in the mileage form. For example, if travel occurred in December 2023, please ensure you have entered the correct transaction date in December 2023 in order to properly calculate the mileage.