Submitting P-Card receipts

You must have the following ready:

1.  Receipt Documentation
   • Digital copy of the itemized receipt
   • PDF preferred
   • Must include description, quantity, and unit cost
2. Business Justification
   • What the expense is
   • Why it is necessary
   • How it benefits the unit or grant project
3. Funding Information
   • Identify the source of funds used to cover the expense.
     Examples include:
     • Endowment: KUEA account number
     • Non-grant: Cost center + fund
     • Grant: Project number
4. Travel Related Details (if applicable)
   • If the purchase is travel related:
     • Traveler’s name
     • Travel Request (TR) number (if known)
     • Booking and sales tax questions
5. Hospitality Information (if applicable)
   • If the receipt includes food or beverage:
     • Select “Yes” on the Food/Beverage question
     • Attach KU Hospitality Form or provide attendee counts (employees, students, non KU attendees)

1. Start a new SSC Finance Request.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select “I would like to: Submit up to 10 P Card receipt(s).”
4. Enter required P Card details. For each receipt, include P card holder name + last 4 digits of card, supplier name, purchase amount, funding source(s), business purpose
5. Upload PDF copies of itemized receipts. You may also upload receipts directly to Concur and note this in the ticket so SSC can locate them.
6. Add any additional documentation such as funding approval emails, hospitality forms or split funding explanations

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

If a ticket has already been closed, submit a new request detailing the needed corrections. If the ticket is still open, submit revisions by adding a new comment to the ticket.

Tickets may be withdrawn to remove them from workflow and replaced with a new submission if needed. When in doubt, contact your SSC Accounting Specialist.

• P‑Card Procedure Manual
• University Procurement Card Policy
• Procurement Compliance Guidance
• Office of Research – Procurement Cards
• P‑Card Request, Changes, and Cancellation Form