P-Card & Travel FAQs

Per the UofM Travel Policy BF4001, all travel must be approved prior to travel by the appropriate authority of the department paying for the travel. Budget/funds must be available before you submit your Authorization. The authorization is your official request to travel, and Oracle will not allow you to submit an Expense Report without a linked Authorization. 

Yes. An approved Authorization is required for all travel-related and non-travel expense transactions, including Travel Card and Purchase Card reconciliations.

a. Your account is missing a default Chart of Accounts (COA) string. Submit a Help Desk ticket for Oracle Fusion and provide the departmental COA string that should be assigned to your account.

Submit a Help Desk ticket for Oracle Fusion and request Oracle Expenses access.

Yes. You will be able to add specific locations as it relates to the individual expense item.

An Authorization can be edited after it has been submitted if it has not been approved by anyone. If  the status is "Pending Approval", highlight the Authorization number, click on 'Actions' and select  'Withdraw'. Autorizations that have an approval status cannot be withdrawn.  

 Alert your manager that you are travelling as a UofM faculty/staff member.

Yes. All faculty/staff are required to submit all travel and non-travel reimbursements including Pcard & Travel card transactions through the Oracle Expense module.  

Yes, if the authorization is no longer needed, highlight the Authorization line (line turns blue), under Actions select Close. This will release the encumbrance from EPM Budget. 

Once all the expenses have been PAID, you can release remainging balance by highlighting the Authorization line (line turns blue) and under Actions select Close. This will release the remaining encumbrance balance from EPM Budget. .  

Yes, for recurring expenses (mileage, supplies) create an authorization for the expense type with an estimated amount. You can use that authorization multiple times to you expense the total estimated amount.

Yes. Faculty may use their Travel Card for student conference registration, lodging, and airfare when the travel is University-sponsored and approved. 

GA, Student and Guest travel reimbursements are processed by the department within the Procurement module. Expenses paid for with a travel card, such as lodging for a guest, must be submitted through the Oracle Expense Module under the cardholder's account. 

Aged Authorizations and Expense Reports are archived. To locate them:

• Select the Tools gear icon.
• Choose Advanced Search.
• Search for archived Authorizations, Expense Reports, Cash Expense Items, or Corporate Card Transactions

Receipts are required for all travel, non-travel and Pcard expenses except international card fees that may be assessed to your travel card purchases overseas. 

PDF,JPG, PNG, DOCX (Word), XLSX (Excel). 

After an Authorization has been fully approved, an encumbrance for the amount of the Authorization will be posted to Oracle. As Budget/Funds checking is turned on in Oracle EPM, funds must be available before your Authorization can be approved.  

As expense items are submitted against an Authorization, a partial liquidation is posted in Oracle EMP for the amount of each item.

If an expense item exceeds the approved Authorization line item amount, you must create a new Authorization for the full amount of that expense item. Once the authorization is approved, attach the authorization to the expense item and add the item to your Expense Report. 

After all Expense reports have been paid relating to an authorization, you have the ability to Close the authorizaion to deobligate any remaining funds.

If no action is taken, the system will deobligate any remaining funds 180 days (6 months) from the authorization end date. 

Submit a Help Desk access ticket to request Oracle Expenses access.

No. All expense items must have a related authorization item that matches the item and account number. You will need to create a new Authorization for the expense item with the correct amount and submit for approval. After it has been approved, you can add the expense item to your Expense Report and attach the correct authorization item.

Only if there have been no approvals. Click on the three dots (upper left-hand corner) and select Withdraw. Be sure the item you need to add included in the Authorization, otherwise, a new Authorization must be submitted with the addional item. 

The Expense Reports status is displayed within the Expense Tile.  

Yes, the Expense Report will go through the same approval process.

Yes. If it has not been approved. 

Usually, yes. Travel card expenses are required to be expensed within 30 days from the card  transaction date. Another Expense Report would be submitted for any remaining expenses owed the traveler upon travel completion. 

Each line item must have a corresponding authorization with the correct template and expense item. The designation between travel & non travel is selected when creating each expense item. 

If an Expense Report status is 'Not Submitted' or 'Saved', click on the 3 dots (right hand corner) and select Delete. If the report is 'Pending Approval', click on the 3 dots and select 'Withdraw'. Reports with an approval status cannot be deleted. 

Yes. If the airline cannot issue a refund, the travel credit may be accepted and used in accordance with the university travel policy.

Expense Owner (if submitted by a delegate) > Financial Manager > Travel Card Administrator (if card or funds requested).

Expense Owner (if submitted by a delegate) > Financial Manager > Travel Auditor.

*Any international and all athletic travel will have additional approvals. 

The Authorization and Expense Reports status is displayed within the Expense Tile. 

No, the document should be returned to the expense owner with an explanation.

Yes, the report will go through the same approval process after submission. 

Yes, you can assign an Approval Delegate (Designee) to handle task while you are of of the office for a specified period. 

Ask your Approver if they approved via email or within Oracle. If they approved via email, then ensure that they clicked "Accept" and then "Send" to complete the final approval. If your Approver approved within Oracle, please ensure that they clicked on the "Submit" button to complete the final approval.

Faculty and Staff will be reimbursed based on their payroll direct deposit banking information. GA and students will be reimbursed via Accounts Payable check. A pay card may be issued in rare circumstances where the payroll direct deposit has not yet been established in the system.

Faculty and staff can update thier banking information using the Oracle Pay tile.

Generally, Expense Reports that have been fully approved and audited by close of business Wednesday will be processed for payment on Friday. (Holidays and month/year end accounting activities may affect this schedule.) You will receive an email notification from accounting@memphis.edu that your expense report has been been processed.

No. Student reimbursements should not be processed until travel has been completed, and all required documentation has been submitted in accordance with University travel policy. Use Procurement Requistion and Receipt process.