Overview
Purchasing card (PCard) Expense Reports should be used to expense non-travel p-card charges or travel-related charges for other UNC Charlotte employees that you pay for with your p-card.
Process
Step One: Log into Concur
Log into concur.charlotte.edu.
Step Two: Start a Report
Select +New in the Quick Task bar and Start a Report.
Step Three: Choose PCard Policy
On the Create New Report page, select the Policy dropdown and choose PCard.
Step Four: Complete Required Fields
Complete the required fields indicated with a Red Asterisk
For Report Name, it is considered best practice to add the month and year and a date range if the report is not for an entire month. Example: July 1 - 15, 2024. However, your department may have its own established standard so check with your business staff.
Step Five: Select Chart of Accounts Fields
Select the chart of accounts fields, including Chart = 1, and the Organization codes associated with the fund to be used for most of the expenses on the report.
Once a fund has been used, next time the entire string will appear in the chart drop-down menu for selection
Step Six: Create Report
Select Create Report.
Step Seven: Add P-card Transactions
In the open report, select Add Expense to add p-card transactions.
Step Eight: Select Transactions
On the Available Expenses tab, select the p-card transactions that you want to add to the report.
Step Nine: Complete Expense Details
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Select the appropriate expense type if the one defaulted is not accurate.
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Complete the required fields (marked with a red asterisk).
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Allocate the expense if needed.
Refer to the How to Allocate Expenses guide.
The 5 W’s (who, what, when, where, and why) should be input in the Business Purpose section for each transaction, regardless of the contents of the attached receipts. If additional space is needed, use the Description field.
Step Ten: Attach Receipts
Attach or upload receipts or other required documentation.
Step Eleven: Add Attendees (if required)
Some expenses will require Attendees to be added.
Follow the Adding Attendees to Expense Report guide instructions.
Step Twelve: Save Expense
Select Save Expense.
Step Thirteen: Submit Report for approval
Select Submit Report for approval.
If you are a delegate (reconciler) for someone else’s p-card, select Submit for Review. The p-card holder will receive an email instructing them to log in to Concur, review and Submit Report for approval.
Refer to this FAQ for how often p-card Expense Reports should be submitted.
Additional Support
If you have questions or need further assistance, please refer to the Concur FAQs and Guidance or submit this request form.