PCard Deadlines and Receipt Upload Reminders

Please take a moment to review the deadlines and reminders below to help ensure PCard policies and procedures are being followed and transactions are processed in a timely manner.

CALS CBO PCard Billing Cycle Calendar

PCard Statement- If additional information is required in order to approve a statement, cardholders will receive notifications each week leading up to the deadline from cals_cbo_pcard@ncsu.edu. Please be on the lookout for these communications.

As a reminder, to ensure deadlines are met, cardholders should do the following:

• Upload receipts within 1-3 days of the transaction date and please avoid uploading all receipts the day before or on the day of the reconciliation deadline.
• Be sure receipts have written on them the project phase to be charged, a detailed business purpose, and the travel authorization number (if applicable).

When uploading PCard receipts please remember the following:

1. Itemized receipts must include:
   • Vendor name and address
   • Date of order/transactions
   • Total of the purchase
   • Description of item(s) purchased
   • Quantity of item(s) purchased
   • Total breakdown of expenses
   • Shipping to address
     
2. Detailed business purpose
   • A brief sentence or two on how the item or service is used. An indication such as “maintenance supply” or “lab supply” does not provide sufficient information to ensure the proper coding of transactions.
     
3. Provide the project phase when you do not want to use your project default for the transaction, travel authorization number when applicable, and any other necessary documentation. If you revise the project within the PCard System, please ensure your receipt is uploaded to allow it to reconcile appropriately. 
   
4. See PCard Transaction Checklist (pg. 80 of the PCard Manual for Cardholder).