P-Card 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 to reconcile all card transactions, including Travel Card and Purchase Cards. 

The COA used for your expense items does not pass the funds available check. Request funds be transferred to cover the cost of your authorization. Once funds are available, resubmit the authorization.

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'. Authorizations that have an approval status cannot be withdrawn.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 expenses including Pcard & Travel Card transactions through the Oracle Expense module.  

Yes. If the authorization is no longer needed, and not attached to an Expense Report, 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 the 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 a total estimated amount. You can use that Authorization multiple times until your expenses total the 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 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 in the upper-right corner.
• Choose Advanced Search.
• Search for archived Authorizations, Expense Reports, Cash Expense Items, or Corporate Card Transactions using the drop-down list in the upper-left corner.

Receipts are required for all travel, non-travel and Pcard expenses except Meals/Per Diem and 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 EPM 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 new Authorization is approved, attach it 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 by highlighting the Authorization line (line turns blue) and under Actions, select Close.

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.

Card transactions are required to be reconciled within 30 days from the date of purchase. When you receive this warning, it means you have Card transactions over 30 days old that must be reconciled before you can submit any other expenses. 

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) next to the Expense Report and select Withdraw. Be sure the item you need to add was included in the Authorization, otherwise, a new Authorization must be submitted with the additional item. 

The Expense Reports status is displayed within the Expense Tile.  

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

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 new Authorization is approved, attach it to the expense item and add the item to your Expense Report.

Yes, If it has not be approve.  

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

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

Yes. The designation between travel & non-travel made by selecting the correct Template when creating each expense item. 

Yes. If the airline cannot issue a refund, the travel credit may be accepted and used in accordance with the UofM Travel Policy BF4001.

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

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

*International and athletic travel will have additional approvals. 

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

No. It should be returned to the expense owner with an explanation of what they need to change. 

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

Yes. You can assign an Approval Delegate (Designee) to handle your approvals while you are out of the office for a specified period. 

Ask your Manager 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 they approved within Oracle, please ensure that they clicked on the "Submit" button to complete the final approval.

Faculty and Staff are reimbursed based on their payroll direct deposit banking information. A pay card may be issued in rare circumstances where the payroll direct deposit has not yet been established in the system. 

GAs/Students/Guests are reimbursed based on the payment information entered when setting them up as a 'vendor'; usually via an Accounts Payable check. 

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

Faculty/Staff: Generally receive their reimbursement by direct-deposit within 3-5 business days from the date the Expense Report was approved by the Travel Auditor.

Students/Guests: Reimbursement checks are processed and mailed by a 3^rd-party vendor generally within 5-7 business days from the date the Expense Report is approved by the Travel Auditor so it may take 1-2 weeks to receive the check in the mail.

No. Student expenses cannot be reimbursed until travel has been completed, and all required documentation has been submitted in accordance with the UofM Travel Policy BF4001. Reimbursements are submitted using the Procurement Student/Guest requisition and receipt process. Doucmentaion (or instructions) can be found on the UofM Travel page.