Tips for P-Card Expense Reports

Create a P-Card expense report, in the Concur Travel & Expense System, to reconcile your P-Card expenses on a monthly basis.

Here are some things to keep in mind:

  • Expense reports are fully editable until submission. That means you can add P-Card expenses, edit expense information, attach documents, allocate, and set approval flow. Once submitted, the expense report cannot be changed unless it is recalled.
  • Wait for your P-Card expenses to appear in Concur, in your Available Expenses area, before reconciling them.
  • The Concur app can be used to easily upload your receipt images into Concur using your mobile device.
  • We recommend keeping the hard copies of your receipts for the duration of each item’s return warranty period. Most merchants will not accept receipt images to process returns.
  • You should submit only one P-Card expense report per month. Your P-Card transactions should be reconciled by the 10th of the month following the transaction date. So, for example, all expenses with a transaction date in October should be reconciled, and submitted, by November 10.


Creating P-Card Expense Reports

A P-Card expense report is created by completing the Report Header page.

Access Concur. If accessing remotely, you may need to use your CIT credentials to log in. (You may want to bookmark this link for quick access to Concur next time – visit the Creating Bookmarks to Concur guide for details.)

Act as a delegate if creating this expense report on the cardholder’s behalf. Refer to the Acting as a Delegate guide for details.

Start an expense report. There are a few ways to do this. One of the more common is to use the tabs along the top left of your screen – select Expense, and then click the Create New Report tile.

The Create New Report Page appears.

Use the Policy dropdown to select P-Card.

Enter P-Card Statement Name.

Please use the following naming convention:

  • P-Card YYYY.MM.
    • YYYY = 4-digit year
    • MM = 2-digit month

For example, a P-Card expense report reconciling the transactions for March 2017 would have a P-Card statement name of P-Card 2017.03.

Enter the Transaction Start and End dates. You can use the calendar (icon on right side of field), or enter manually as mm/dd/yyyy. Enter the first day of the month as the start date, and the last day of the month as the end date.

Provide comments to the approver(s), if needed. Enter comments that apply to the entire expense report here. Note: You will have an opportunity later to add comments to a specific expense.

Select that you are not claiming travel allowance.

Click the Create Report button. The Create Report button is in the lower right of your screen.

Your expense report appears.