PCard

Revised 7/2/25.

Concur p-card document (PCDO): P-card purchases are fed to Concur on a nightly basis, therefore, you can reallocate and attach your paid itemized receipts on a daily basis. The p-card billing cycle starts on the 15th of each month and ends on the 14th of the following month. You can view your charges in CentreSuite prior to it appearing in Concur. Your Concur PCDO is due to the Business Office (reconciler action list) by the 22nd of each month, or the first work day after the 22nd.

P-Cardholder

The cardholder is responsible to assure that all purchases are in accordance with all University of Hawaii policies and procedures.

Here are a few reminders when completing the PCDO:

1. Wait until the billing cycle has ended before submitting your PCDO, ensuring that all receipts/supports are attached, and reallocating accounting information as necessary. Only one PCDO is created for a billing cycle.

2. Include the goods received date and a short description of the purchase in the appropriate fields for each transaction.

3. Ensure that you obtain paid itemized receipts for all purchases.

4. Submit the Concur PCDO by the deadline for each billing cycle. Please remember per p-card administrative requirements, PCDOs shall be submitted in a timely manner, not to exceed 15 days after the billing cycle statement becomes available. Failure to do so may result in a p-card violation.

5. Ensure that all those listed in the route log (before the FA) have approved your PCDO. Please follow up with your managers and account supervisors as necessary.

6. Cardholders must keep their original receipts for a minimum of one year after PCDO submission. Cardholders are responsible for maintaining their original receipts in cases where items may need to be returned or receipts need to be rescanned.

7. Remember to obtain approvals for purchases that require advance authorization: meals/refreshments, software (new and renewals), unusual purchases, travel related expenses (non-exhaustive list).

8. Ensure that all charges and appropriate credits appear in CentreSuite/Concur. Contact the vendor if unfamiliar transactions appear, or if the amount differs from that shown on the receipt. If you see any fraudulent charges, please notify the Business Office.

9. For travel related expenses (ex. airfare, conference/registration fee), the traveler’s approved Travel Request number must be referenced on the Concur PCDO. If the document FA code is not 056, please attach a hard copy of the approved TR to the PCDO. For conference registration fees that do not involve any travel documents, attach the approved training request form 410. Using your p-card does not give you extra time to complete the travel request and/or training request documents.

Account Supervisor

The account supervisor will review and approve the Concur PCDO for appropriateness to the program. The account supervisor can reject transactions back to the cardholder in Concur.

Business Office (Fiscal Administrator/Reconciler)

The Business Office will review and approve the Concur PCDO for compliance, appropriate accounting and certify availability of funds.

Concur access for UH p-card and UH Foundation

Both the UH p-card program and UH Foundation utilize Concur, therefore, you will need to use different passwords to sign in, depending on which account you need to access. This applies to both cardholders and account supervisors. Your username for both accounts is your UH email address. For your UH p-card account, please click on “UH Multi-Factor Authentication”. If requested, type your UH username and password, then click "Login". For UH Foundation, you will click on "SAP Concur Password". Please contact the Business Office if you have any questions.

Non-Compliance Policies for UH Hilo

See the non-compliance policies for the PCard.

Common subcodes