When do I need to complete a PCard Expense Report for a refund/credit?
The P-card holder will complete a PCard Expense Report when a refund is received for transactions that are non-travel-related, or when the PCard was used on behalf of another traveler.
Specifically, complete a PCard Expense Report when the refund relates to:
- Purchases made by the PCard holder on behalf of another traveler (the trip is associated with the other individual).
- Purchases that are not travel-related (e.g., office supplies, equipment, non-trip-specific expenses).
When do I need to complete a Travel Expense Report for a refund/credit?
The traveler will complete a Travel Expense Report when a refund is received for transactions that are directly tied to the traveler’s trip via a P-card purchase.
Specifically, complete a Travel Expense Report when the refund relates to:
- Transactions purchased before the trip has started (e.g., refunded flight/hotel deposit for a future trip).
- Transactions purchased for a trip that has already concluded (e.g., registration refunded after the trip).