It’s the cardholder’s responsibility to monitor and reconcile transactions on a timely basis to avoid being reported as taxable income and/or suspension of your P/Tcard per the card program agreement/policy.
Any transaction dispute and/or reconciliation problem is between the cardholder and the supplier and/or Bank of America. There is a 60-day window from the transaction date for a cardholder to contest fraudulent charges with Bank of America (See Fraudulent Charges).
Questions on how to reconcile card transactions can be directed to the Accounts Payable team (AccountsPayableHelp@scu.edu).
P-card transactions utilize the Procurement Card Transaction Verification task, while T-card transactions utilize the Expense Report task. Guides are located in the Accounts Payable Guides section of the Training and Documentation page.
T-card transactions utilize the Expense Report task. Guides are located in the Accounts Payable Guides section of the Training and Documentation page.
Personal purchases charged to a company card must be paid back to the University as soon as possible. Steps:
- For a P-Card: run the task Verify Procurement Card Transactions and use the Spend Category SC0340 Pcard Personal Charges.
- For a T-Card: submit an Expense Report and check the ‘Personal Expense’ box to indicate the charge was for a personal purchase. If the personal expense amount is a portion of a receipt, please use the ‘Itemization’ section to separate the personal and business-related amounts.
- Complete the Cash Advance & Personal Expense Repayment Form and reference the report number.
- Return both the repayment (cash or check) with the form to University Cashiering. Repayment is required within one week (7 days) of the occurrence of the expense or the end of travel.