Pcard (or Tcard?) transactions:

  • COVID note: When you are reviewing p-card purchases please pay close attention to p-card purchases with a purchase date of 3/16 and after where the purchase was delivered to home addresses, you should find this on the invoice/receipt. If you find items were not delivered to NCSA or NPCF please notify Janet and Angela with the p-card info.  The transaction should still move through the normal p-card review and approval process.  We have been notified of one purchase that has been done this way where the item was delivered to a home address (Shawn and Gail this Amazon $75 purchase will come through you).  We need to keep track of purchases during this time and have asked that all purchases run through the RFO tool and only essential purchases be made.
  • In BA4 pull up the CFOPA and verify if there is budget. This information can also be present in the CFP Summary [Month][year] PDF in the B:\AFABO\FA_ACCOUNT\BA3\FY19BA3 folder (the string will change based on the most current time/year).
  • Verify there is approval for the order (this would hopefully have come to you in advance through email from the PI and may also be included as part of the PDF sent to you).
  • Verify the account code listed is correct and the description matches the purpose of the funds. Code search is here: https://apps.obfs.uillinois.edu/accountcodesearch/index.cfm or through a downloaded spreadsheet. The account code as listed in Gail’s email is the one you should be verifying.
  • Make sure the first page dollar amounts match the receipts included as part of the PDF.
  • Forward the email (so the PDF remains attached) and request any changes, or approve.


Additional tips and tricks:

  • Any bank fees are included under the banner account code used for the purchase, so you don’t need to split out fees to their own account code.
  • The University’s bank charges a 1.5% fee for foreign exchange. This is assessed on the pcard, but there’s no documentation (so none can be included in the PDF Gail provides). Just verify the amount is 1.5% and approve.
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