21-2: P-card reconciliation

State finance policy

Effective: April 20, 2021
Revised: January 31, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-110, Administrative Code R33

Purpose

This policy outlines how p-cards must be reconciled. It covers submitting a p-card reconciliation, approval for p-card reconciliation, and missing receipts.

Definitions

Agency – Any agency, board, bureau, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Agency site coordinator – The employee assigned to oversee the agency’s p-card program.

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

P-card – A state-issued purchasing card used for approved business purchases.

P-card program administrator – The GovOps Division of Finance employee who coordinates the p-card program.

P-card reconciliation – The general term for making sure p-card transactions are accounted for correctly. In Concur, the state’s travel and expense system, p-card holders add their expenses to a report.

Policy

A – P-cards must be reconciled in Concur

1 – Cardholders must submit a p-card reconciliation in Concur once a month.

1a – Submitting p-card reconciliations more than once a month could increase the fees charged to the state for Concur, so cardholders must submit a p-card reconciliation only once a month and not more.

2 – Agencies may choose the monthly period for their p-card reconciliation.

2a – For example, an agency could choose the first to last day of each month as their monthly period for reconciliation. And another agency could choose the statement dates as their monthly period.

3 – P-card reconciliations should be submitted and approved within 30 days of the last day of the chosen monthly period.

4 – Cardholders should reconcile transactions in the selected date range only if the goods or services have been received. Travel transactions may need to be added to a reimbursement request instead of the cardholder’s p-card reconciliation.

4a – If the cardholder uses their p-card to pay for their own travel expenses, a business meal, or a meal for a non-employee, then those expenses must be added to the cardholder’s travel reimbursement request.

4b – If the cardholder uses a p-card to pay for another person’s travel expenses, those expenses should be added to the cardholder’s p-card reconciliation. See p-card policy 21-1 section F-7.

5 – Cardholders must attach itemized receipts for each transaction in Concur. If a cardholder does not have an itemized receipt, see section C: Missing receipts.

5a – Itemized receipts must include:

the merchant,
dates the items were purchased or dates the services were incurred,
items or services purchased,
quantities,
amount paid by item,
total cost, and
proof of payment.

6 – Cardholders must upload any other documentation necessary to show the p-card purchases complied with applicable GovOps Division of Finance and GovOps Division of Purchasing policies.

7 – Cardholders must code transactions by expense type. Expense types are tied to the appropriate object codes.

7a – Cardholders must itemize transactions when multiple items are purchased on the same transaction and require different expense types.

7b – Cardholders must allocate transactions when necessary accounting templates differ from the default accounting template.

8 – Cardholders must enter the name of the employee who received the goods or services and the date the goods or services were received for each transaction.

8a – Cardholders should attach the packing slip or other documentation showing the date the package was delivered and who received the goods.

9 – Cardholders must reference the limited purchasing delegation (LPD) or contract number in Concur when making a purchase using limited purchasing delegation authority or a state contract.

B – P-card reconciliations must be approved in Concur

1 – P-card reconciliations must be approved by the budget officer and the cardholder’s supervisor.

2 – Budget officers must review and approve p-card reconciliations within 7 calendar days after the cardholder submits their reconciliation for approval.

3 – Supervisors must review and approve p-card transactions within 7 calendar days after the budget officer approves the reconciliation.

4 – Approvers must ensure the following:

4a – Transactions are supported by an itemized receipt.

4b – The date, merchant, and amount match the itemized receipt.

4c – Items or services purchased were for legitimate business purposes.

4d – All necessary supporting documentation to show the p-card purchases complied with applicable GovOps Division of Finance and GovOps Division of Purchasing policies is attached.

4d.1 – For example if a cardholder paid for expenses for a group gathering with their p-card, they must include documentation such as an approved form FI58, an agenda, a list of attendees, and documentation of quotes when the small purchase rule applies

4e – Purchases comply with both finance and purchasing policy.

4f – Transactions are properly coded by expense type.

4g –Correct accounting templates are applied to the transaction.

4h – Goods and services have been properly received. The person who received the goods or services and the date they were received must be noted.

4i – Limited purchasing delegation or state contract numbers are referenced.

4j – Missing receipt affidavits are used when appropriate.

C – Missing receipts

1 – Receipts that are not itemized are considered missing receipts.

2 – Cardholders should use the missing receipt affidavit option in Concur if the cardholder did not receive or lost an itemized receipt.

2a – Before using the missing receipt affidavit option, cardholders should contact the merchant to try to get a copy of their receipt.

3 – Cardholders cannot use the missing receipt affidavit for lodging and rental cars. If cardholders have lost or didn’t receive itemized receipts, cardholders must contact the merchants to get copies of the itemized receipts.

4 – The GovOps Division of Finance periodically reviews the use of the missing receipt affidavit in Concur.

4a – Excessive use of the missing receipt affidavit may result in the cardholder’s loss of p-card privileges.