PCard

Revised 7/2/26.

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.

P-Card Reminders

Policies

1. As a PCardholder, you have been delegated purchasing authority. As such, you are responsible to understand what can be purchased with your PCard and also familiarize yourself with the purchasing policies of the University. Please review the APM policy and the PCard Website .

2. Per UH contracts policy EP 8.200, any software and/or service that involves protected data, integration with the University information system and/or connection with the University network, requires the approval of the UH Data Governance Office and/or the Office of the Vice President of Information Technology (OVPIT) prior to making your purchase. OVPIT approval is required when purchasing a new or renewal shrink wrap software or subscription with click‐to‐accept terms & conditions. Please select “Request OVPIT approval for non‐compliant terms (shrinkwrap terms) waiver” for software/subscriptions.

3. Your PCard is not to be used for any type of automatic, recurring payments since saving credit card information with the vendor is usually required. PCard procedures state that no cardholder should leave their cards on file with vendors that the University does not have a contractual relationship with. Most vendor breaches occur with cards on file. Cardholders are personally responsible and accountable for their PCards and no other personnel should be automatically allowed to use the PCard to complete transactions. The only exception is your UH Amazon Business Account, since UH has a contractual agreement with Amazon.

4. Do not use your PCard to pay for advance payments or deposits for goods/services for materials and/or repairs. Since special permission is needed for this type of advance payment/deposit, please use a requisition to make your purchase.

5. If you need to purchase any food or food related items, unusual, protocol, promotional items, and/or items that will be printed with the UH name, logo, etc., please complete and obtain approval on a form 136 prior to making your purchase (APM A8.265 ). These types of purchases may include, but shall not be limited to: recognition awards, certificates, plaques, trophies, printed t‐shirts, perpetual awards, frames for certificates, promotional banners, engraved plates for displays in University facilities, promotional items to enhance the image of the various campuses (e.g. pens, mugs, calendars, pencils, tablecloths, etc.), uniforms, graduation stoles. For food or food related items only, use a form 56 if tuition or fees collected specifically include the cost of food, or if it is Legislative appropriated.

6. Please remember the PCard is a procurement card, not a payment card, so the PCard transaction must be made at the time the goods are ordered/received or the services rendered. If the dollar amount of the service cannot be determined until after the work is completed, a requisition with an estimated amount must be prepared in advance. The PCard must not be used to pay for “after‐the‐fact” purchases, which includes past due invoices. “After‐the‐fact” purchases must be paid on a requisition/PO since proper procurement procedures were not followed at the time the purchase was originally made. “After‐the‐fact” purchases are a procurement violation and must be avoided.

7. Cardholders will upload a signed copy of their bank statement. Their signature certifies that all transactions were made by the cardholder regardless if another employee’s name is included on the receipt. If the bank statement is not signed and the receipt states a different name, cardholders need to include “I certify that I made this purchase” on the transaction or receipt. Cardholders shall not authorize or allow anyone to use their PCard.

8. Please remember to obtain paid itemized receipts for all your purchases, in the amount that was charged. A credit card slip does not indicate what was purchased. You need to make sure the receipt shows what was purchased and that payment was made against your PCard. The receipt needs to include the following information:

   • The vendor’s name
   • Date of payment
   • Item(s) purchased
   • Quantity and itemized cost of each item
   • Total amount of purchase
   • Method of payment

9. Departments requiring printing, binding, and stationery work shall utilize campus facilities whenever possible (APM A8.265 #17 ). Contracting for such service is only permitted when campus facilities are unable to perform such services. Prior to soliciting printing, binding and stationery work from outside vendors, please make sure to contact our campus Graphics Department first. Please include a note or attach the email stating that our Graphics Department was contacted, but were unable to do the work.

10. Contact the UH Hilo Office of Institutional Marketing before you purchase any item that is being printed with the UH name, logo, etc., to obtain approval from UH Collegiate Licensing and to ensure proper review of the University’s visual identity per UH Hilo Brand Policy.

11. Contact the Business Office before making any purchase for a non‐UH employee (ex. RCUH employees, guest speakers, students), as the individual may be subject to taxability, reporting and withholding concerns.

12. Do not use personal accounts and addresses for University purchases, as it gives the appearance that you are purchasing items for personal use, but using University monies. As a PCardholder, you need to practice purchasing ethics and avoid the appearance of unethical behavior. All shipments should be sent to the University, and do not use personal accounts/rewards accounts (for example, Home Depot) for University purchases.

13. Do not parcel your purchases. Parceling is the artificial or intentional division of a purchase of same, like, or related items of goods, services, or construction into several purchases of smaller quantities, in order to evade procurement requirements, or the limits of delegated purchasing authority. Please contact Cara Ikeda if you have questions related to parceling.

14. Per APM A8.265 #6, if hazardous materials and/or biological commodities are being purchased, additional approvals/documentation are required. If items you have purchased may appear to be hazardous materials and/or biological commodities but are not, please confirm by stating this on your Concur expense report.

15. Effective May 1, 2019, all Amazon.com purchases made with your PCard are required to use the central UH Amazon Business account. UH Hilo has made it mandatory for all PCardholders to use this account to ensure all Amazon purchases remain consistent with the negotiated terms and conditions that have been approved by the Procurement Office, and to avoid confusion between personal and business purchases made with Amazon. Per UH Amazon Business Policies, only the UH PCard can be used to make UH business purchases through the UH Amazon Business Account. Personal purchases and personal credit cards are not allowed on the UH Amazon Business Account.

16. Do not purchase Amazon Prime and Costco memberships, as well as any other individual memberships, as University funds can only pay for institutional memberships.

17. Do not use your PCard to make purchases that will be reimbursed by RCUH, UH Foundation, or any personal or other third‐party funding source. Your PCard should not be used to upfront any non‐University expenses.

18. If there is an increase in airfare due to a change in itinerary, please include the reason why the reservations needed to be changed. The change fee MUST have a business purpose to be allowable. Change fees for personal reasons are the responsibility of the cardholder/traveler.

19. University monies cannot be used to pay for fees for preferred seats. Travelers are required to purchase the lowest available airfare; preferred seats are an extra benefit, and not a requirement when making reservations. Therefore, if the traveler chooses a preferred seat, he/she will be personally responsible to pay this fee.

20. For multiple airfare purchases where the total exceeds $2,500, certificate of HCE compliance must be obtained prior to purchase and cardholder must obtain at least three verbal quotations from three different vendors or from one vendor for three different airlines. Please work with your FA to check for HCE compliance.

21. Employee travel expenses such as hotel and meal charges cannot be purchased with the PCard. Airfare and conference registration may be purchased with the PCard after the travel request is approved in eTravel . The PCard may be used for airfare for official University business travel only. If travel involves personal time, a purchase order should be used or the traveler can get reimbursed through their eTravel form.

22. Attach the approved UH Form 410 for training or registration fees that do not require travel. If travel is necessary, use the travel request instead to obtain prior approval.

23. The PCard cannot be used for purchases that involve acceptance of a vendor agreement/terms and conditions.

24. Insurance cannot be purchased on the PCard because it must be reviewed and processed by the Office of Risk Management . Please ensure you opt out of any optional shipping insurance that vendors may add by default.

25. Purchasing items that are personal in nature (benefits an individual more than the University) or may be construed as such are not allowed without the prior approval as an exception from the Chancellor in accordance with UH AP 8.225 , Limitations in Purchasing. If the purchase is a health and safety item, then prior approval from the EHSO is required. If the purchase is part of an ADA-accommodation, then prior approval from the OEO is required. Examples include, but are not limited to, dehumidifiers, air purifiers, seat cushions, lamps, blue light monitor filters, footrests, yoga ball chairs, hand sanitizer, facial tissue, masks, and gloves.

26. Third-party vendors (Paypal, Square, eBay, Etsy, etc) are payment processors that facilitate a transaction but are not the primary party. Purchases with third-party vendors are not recommended and should only be considered when other vendor options are not available. Please review the third-party vendor policy to ensure all cardholder’s responsibilities are completed prior to purchase.

27. Any equipment or technology (drones, robots, etc.) that are subject to International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR) must be approved by the UH Office of Export Controls (OEC) prior to purchase. Please attach OEC approval to your PCDO. If the receipt contains an export control disclaimer, the PCDO cannot be finalized without OEC approval.

Reminders When Completing Your PCDO:

1. For each transaction, please include a short explanation of what was purchased and how it is being used. This will help determine the UH business purpose.

2. Please avoid overlapping receipts and other documentation. All PCDO receipts and supporting documents should be uploaded in a manner where each full document is unobstructed and legible. If receipts are partially covered or illegible, the PCDO will be returned to the cardholder.

3. Do not cover any text and amounts on your receipts with tape as the tape will cause the ink to fade and become illegible.

4. Please make sure to include the goods received date in the appropriate field for each transaction on your Concur PCDO. The goods received date cannot be a future date. If you have not received an order when you are ready to approve your Concur PCDO, leave the goods received date field blank, include a note that the goods have not been received and provide an approximate arrival date, and submit your PCDO. Please email me when the goods have been received so I can remove your name from my pending list. Please do not wait for me to contact you.

5. If you have a charge that is on your bank statement, but it has not appeared in Concur, please note it will take a day or two before it feeds to Concur. Please wait until the transaction appears in Concur before submitting your PCDO, as the total of your PCDO must match your bank statement.

6. If a transaction includes goods or services that need to be classified under multiple object codes, please use Concur’s itemization feature to split the expense into the proper object codes. Be sure to include the respective tax within each itemized expense.

7. For all airfare purchases, please make sure to attach the e‐ticket receipt, as I need the traveler’s name, itinerary information, credit card info, amount of ticket and ticket number.

8. Please include the T# on your Concur PCDO for any travel related purchases. You do not need to attach a copy of the approved travel request (TR) to your Concur PCDO. However, if the BUS OFC ACCESS on the travel request is not 00056, a copy of the approved TR needs to be attached to your expense report, as the fiscal administrator/reconciler does not have access to non‐056 travel requests in eTravel. Using the PCard to make your purchase does not give you extra time to complete the travel request, regardless of when the travel occurs. Travel requests must be approved prior to purchase.

9. Per EP 2.214, please ensure any sensitive information is redacted from receipts and other supporting documents prior to attaching it to your PCDO. Please refer to the Institutional Data Classification Levels for examples of protected data.

10. For any vehicle related purchases, please indicate which vehicle the purchase was made for by including the state vehicle license plate number in the description or comment field.

11. For purchases requiring prior approvals, please obtain approvals before purchasing. Please attach the proper prior approvals (DISB-15, Form 136, OVPIT approval, etc.) as support for each transaction. Please see the Prior Approvals webpage for a guidelines on items that need prior approval.

12. If you are purchasing clothing items (i.e. uniforms, safety shoes) for an employee under the collective bargaining agreement, please include the employee’s name and their bargaining unit number in your PCDO.

13. When purchasing items for a disability accommodation, please provide a case number or attach the approval from EEO, but please redact any confidential information. If the purchase is for health and safety, please attach the email approval from UH Hilo’s Environmental Health and Safety Office.

14. Please attach a copy of your signed FHB bank statement to your Concur PCDO: Manage Receipts, Manage Attachments, Add, Attach your bank statement. You do not have to attach a copy of the “Important Information about this statement” and/or blank pages. By using these instructions, the bank statement is attached to the entire PCDO, not to a particular transaction and makes it easier for an auditor to find your bank statement.

15. 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.

16. Please ensure your managers and account supervisors have approved your PCDO. Please follow up as necessary.

17. Please note if you call First Hawaiian Bank, or if they contact you, regarding your PCard account, you may be asked to provide them with your verification ID number. This verification ID number is the last six digits of your University of Hawaii ID number. For example, if your University of Hawaii ID number is 1234‐5678, then your verification ID would be 345678.

Please refer to the UH purchasing card website for policies and user guides.

CentreSuite Reminders

Here are important reminders for CentreSuite, your PCard expense management tool.

1. Please email Cara Ikeda if you need your password reset, security questions reset, and/or your account unlocked. Unfortunately, the prompts and links on the CentreSuite login page do not work.

2. Your CentreSuite account lists your purchases that are approved and/or declined under “Authorization Requests”. The Confirm Approved/Declined Transactions User Guide includes the common reason codes for transactions.

3. The billing cycle for your PCard starts on the 15th of the month and ends on the 14th of the following month. Your bank statement in CentreSuite is available on the 15th of the month.

4. When you activate your PCard, you may be asked for your verification ID number. This number is the last six digits of your University of Hawaii ID number. For example, if your UH ID number is 1234-5678, your FHB verification number is 345678.

Temporary Unblock Requests

Please adhoc the account supervisor of the account number(s) you will be charging by editing the approval flow. Add the account supervisor before the Department Coordinator/Fiscal Administrator Review. If you are both the account supervisor and the cardholder, please adhoc your supervisor.

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