linear_scale How To

Verify PCard Transactions

Use the PCard (Purchasing Card) module in Oracle Financials to verify, edit, search, approve, or withdraw PCard transactions. 

PCard expenses must be verified and approved as soon as practicable after they are incurred, and no later than 60 days after the transaction posted date. 

Transactions older than 60 days may be reported as taxable income to the card user or cardholder and must be managed through the aging process. Learn more at Managing Aging and Outstanding Expense Transactions.

For approver guidance, refer to How To Review, Approve, or Reject PCard Verifications.

Verify PCard Transactions

Staff must complete required training and have access to SU PCards to verify, edit, approve, or withdraw PCard transactions.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU PCard
  2. Select the Transaction ID you wish to verify

  1. Review transaction information automatically brought into Oracle from the merchant:
    • CardHolder Name (individual or department card)
    • Card Number                 
    • Verifier Name  
    • Transaction ID
    • Amount    
    • Status 
    • Transaction Date
    • Posted Date 
    • Loaded Date 
    • Merchant Order Number (if provided by merchant)
    • Merchant (More Details link provides additional merchant information)
  2. Contact the merchant directly if any information appears incorrect

Required fields are marked with an  *(asterisk). 

  1. Select the Country where the charges occurred (defaults to United States)
    • Update if purchased outside of the U.S.              
  2. Select an appropriate Expense Type (defaults to non-meal expense)
    • For meal-related expenses, learn more at Topic Overview: Business Meals
    • If a meal-related type is selected, enter the Number of Attendees; Cost per Attendee calculates automatically
  3. Select Yes or No to the question: Does this purchase include a personal expense? (defaults to No)
  4. Enter the Business Purpose 
    • Describe WHO, WHAT, WHEN, WHERE, and WHY of the expense
    • Learn about Guidelines for Writing a Clear Business Purpose to ensure compliance
    • Keep the colons (:) and include at least 10 additional words
    • Two entry methods: select Enter by Field (5 Ws) to use a template, or enter information directly in the field
    • The FYI Business Purpose auto-fills with the first 20 characters of the Business Purpose, followed by a colon and the first 9 characters of the merchant name and displays in OBI and FFIT reports
  5. Select Yes or No to the question: Was Correct Sales Tax Paid? (defaults to Yes)
    • If No is selected, a Location drop-down appears to calculate Use Tax for out-of-state purchases. Select the appropriate location from the list.
      • Selecting a location automatically populates the correct use tax in the Use Tax section below
      • Selecting Other prompts you to enter the city and state where the item will be used in the Other Location field. Then, enter the tax rate (without the percent sign) in the Other Tax Rate field or select Determine Tax Rate and use the ZIP code to find the correct rate.
    • Learn more about Sales and Use Tax 
  6. Select Yes or No to the prompt: Disputed? (defaults to No)
    • If Yes is selected, select a Dispute Reason and enter DISPUTED in all caps plus key details (case number, date JPMorgan was contacted) at the start of the Business Purpose field
    • Disputes must be resolved within 60 days of the purchase date
    • Learn more about how to Dispute PCard Transactions 
  7. Select Save (bottom or top of page) to preserve selections 

Complete the Allocation (charge accounts) using the department's default PTA or other appropriate PTA.

For One PTA/Expenditure Type
  1. Confirm the correct Charge Account is displayed or enter the correct PTAE
    • Select an Expenditure Type. The most commonly used types for the chosen Expense Type appear first (10 for non-meal, 5 for meal)
    • If the expense includes alcohol as part of a meal, charge the entire cost to a non-sponsored PTA using an unallowable expenditure type
    • If meal expenses exceed guidelines, follow instructions for Business Meals and include an explanation of the cost in the Business Purpose
For Multiple PTAs/Expenditure Types
  1. Enter the first PTA as described in the instructions to Charge One PTA/Expenditure Type
  2. Select Add Line to manually enter an additional PTAE, or My Allocations to apply a previously saved PTA
  3. Enter a Percent or an Allocation Amount for the new PTAE
  4. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100%)
  5. Enter the Allocation (Split) Reason for the distribution (optional)
  6. Repeat previous steps to add additional PTAEs

Complete this step only if sales tax was not paid correctly in Step 4.

For One PTA/Expenditure Type
  1. Select Create Tax Allocations
  2. If tax was partially paid, confirm the amount listed under Actual Tax Paid
    • The system calculates any additional tax due based on the location where the product will be used
    • If more tax was paid than required, create a Support Request for Credit Card Services to determine whether the excess should be deducted and reconciled with the government through accrual  
  3. Confirm the correct Charge Account or enter the correct PTAE for the tax allocation. Use the same Expenditure Type as the item(s) purchased.
For Multiple PTAs/Expenditure Types
  1. Select Create Tax Allocations 
  2. Confirm the correct Charge Account is displayed or enter the correct PTAE
  3. Select the Add Line button to enter another PTAE
  4. Enter the new PTAE
  5. Enter a Percent or Allocation Amount for the new PTAE
  6. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100%)
  7. Enter the Allocation (Split) Reason for the distribution (optional)
  8. Repeat previous steps to add additional PTAEs

Approvers must have financial approval authority over the PTA(s) charged and may not have a reporting relationship to the cardholder or card user. 

Add Authorized Approver(s)
  1. Select Populate Approvers to automatically assign the authorized approver(s) based on the PTAE and expense amount 
    • If the transaction was pre-approved, attach supporting documentation (see Step 8), and add the pre-approver to the Approval Routing
    • FYI recipients and pre-approvers receive notification regarding the transaction, but do not approve the transaction
  2. Select Add Approvers to add additional approver(s), if needed
Add an Approver by Name
  1. Select Add Approvers 
  2. Select the magnifying glass icon 
  3. Enter the last name of the approver
  4. Select Go 
  5. Select the radio button next to the correct name
  6. Select the Select button
  7. Select Approver, FYI, or Pre-Approver from the Approver/FYI drop-down list  
Add an Approver by Project and Task
  1. Select Add Approvers 
  2. Select the Search for Approver by Project and Task icon (to the right of Approver name)
  3. Enter the desired Project and Task numbers
  4. Select Go 
  5. Select the radio button next to the desired approver name
  6. Select Apply 

Receipts are required for transactions of $75 or more.

There are two ways to submit receipts and supporting documentation: upload files directly to the transaction or attach receipts from the eReceipts application.

Attachments must be legible copies of the entire receipt and include: 

  • Receipt Date – Transaction or purchase date must be clearly visible

  • Location – Physical address or city/state of the merchant, when available

  • Merchant/Business Name – Full merchant or business name where the purchase was made

  • Purchase and Item Details – Specific product or service names, including itemized descriptions and quantities purchased

  • Full Receipt Text – Entire receipt must be visible, including subtotal, taxes, fees, discounts, total amount paid (no redactions)

Upload Receipts and/or Documents
  1. Save scanned receipts or documents to your computer 
  2. Select Upload/View Attachments, then upload files via manual upload or drag and drop functionality
  3. Select Upload 
  4. Select Close 
Attach from eReceipts
  1. On the Transaction Review screen, select Attach/View Receipts 
  2. Select Add eReceipts to view all shared eReceipts 
  3. Select the correct receipt(s) associated with the transaction 
  4. Select Add Receipt 
  5. Select Close 

Attachments can be deleted until the first approver approves the transaction. Additional documents may be uploaded from the PCard Worklist. 

  1. Confirm receipts and/or documentation are attached
  2. Verify the business purpose, allocation explanation (if any), and PTAE are correct
  3. Select Verify 
What Happens Next?
  • The system checks for missing or incorrect information.
    • If no errors are found, a confirmation message displays and the transaction automatically routes to the first approver.
    • If errors are found, follow instructions to correct them, then select Verify again.
    • A confirmation message displays, and the transaction is routed for approval.
  • Following approval, the PTAE is charged, and Accounts Payable pays the bank.
Last Updated: Apr 3, 2026
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