Defining P-card Expenses
These instructions cover how to define your expenses and itemize them on your P-Card Expense Report.
Click on any of the links below to skip ahead to that section.
Table of Contents:
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Defining Expense Types
Step 1: Under Alerts, all exceptions will be listed.
Every expense must have a defined Expense Type.

Step 2: Click on each line item to define the expense type.

Step 3: Your page will refresh and you will see the details of your expense.

Step 4: Select the appropriate expense category for that expense.
Note: Make sure to scroll down to see all expense categories.

For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at [email protected].
Step 5: Once you have selected your Expense Type, fill in the other fields, as appropriate.
Click on the Save Expense button when you are finished.

Step 6: To itemize your expense click on the Itemizations tab.

Itemizing Expenses
All P-Card transactions in a P-Card Expense Report are required to be itemized.
Step 1: Select the Create Itemization button in your selected expense.

Step 2: The screen will refresh. You will see the tab New Itemization.
In the Expense Type field, select the drop-down.

Step 3: Select the appropriate Expense Type category for that expense.
Note: Make sure to scroll down to see all expense categories.

For more assistance on which expense type to select for your transaction, contact Contracts and Procurement at [email protected].
Step 4: After you have selected the Expense Type, new fields will appear.
Fill out the required fields (designated by the red asterisks *) and the appropriate fields.

For assistance on how to fill out the Business Purpose field, go to Business Purpose Guidelines.
Step 5a: Your Transaction Date field will be automatically filled in, based on the date of your transaction.


Step 5b: The Business Purpose is an optional field to fill in for notes or comments that you want to upload into OBIEE.
Note: There is a 64 character limit for adding text to the field.

Step 5c: Depending on what Expense Type is selected, there may be different required fields, such as Q#, IT Authorization #, etc. Fill in as appropriate.

If you have any questions regarding the Q# or IT Authorization #, contact Contracts and Procurement at [email protected].
Step 5d: Confirm the amount by typing the dollar amount in the Transaction Amount field.

Step 5e: After you fill out all required and appropriate fields, select the Save Itemization button.
Note: If you need to allocate an expense, refer to the Allocating Expenses Expense Instructions for more information.

Step 6: After you Save, your itemized expenses will show under the expense.

Step 7: To upload your receipt, select the Attach Receipt Image to search for your receipt.

Step 8: If you need to add additional receipts or documentation, select the Append button in the bottom right-hand corner.

Step 9: Once you have finished clearing your alerts, select the Save Expense button to return to your expense report to itemize your other expenses.
Note: If you have more than one expense that requires itemization, repeat Itemizing Expenses.
Itemize other expenses until the red exception icon disappears.

For information regarding allocating expenses, please refer to the Allocating Expenses for more information.
Need more help?
Contact Concur Support at [email protected] or at 657-278-3600.