Financial Services and Operations

University Purchasing Card Allocation Deadlines

University Purchasing Card transactions must be allocated in Concur.  Cardholders are responsible for submitting all non-travel available expenses on one Purchasing Card Report per month.  It is recommended to submit the expense report no later than the last week of each month to allow time for the approval workflow process. 

Cardholder’s travel expenses (both purchasing card and out-of-pocket) must be added to a Concur Travel Expense Report and submitted within two weeks of completion of travel.

Purchasing Card transactions should be placed on a Concur Purchasing Card Report within 30 days of the transaction date.  If transactions have not been reported within 30 days, the cardholder will receive email reminders.

Email Reminders

30 Days - You have Purchasing Card transactions that have been posted in Concur for 30 days and have not been assigned to an expense report.  Move pending card transactions to an expense report to stop the email reminder.

45 Days - You have Purchasing Card transactions that have been posted in Concur for 45 days and have not been assigned to and/or submitted on an expense report.  Move pending card transactions to an expense report and submit for approval.

60 Days* - You have Purchasing Card transactions that have been posted in Concur for 60 days and have not been assigned to and/or submitted on an expense report.  Move pending card transactions to an expense report immediately and submit for approval.

*This reminder will be sent to the Purchasing Card Administrator. Your purchasing card privileges will be reviewed and may be terminated.