Submitting Documentation

Procurement card (pcard) holders must submit required transaction receipts and other documentation using the PCard Purchase Documentation Submission form, a web-based application that matches submitted receipts with the pcard transactions in KFS.

Within two to three business days after a purchase is made, the transaction is uploaded to KFS and the cardholder receives an email containing a link to the PCard Purchase Documentation Submission form.  The link is unique for that particular transaction and some of the transaction details are prefilled on the submission form. Cardholders should complete the form as soon as possible. If the form is not completed within ten days, the cardholder will receive a reminder.

The PCard Purchase Documentation Submission form must be completed for each transaction on a pcard including credits, disputed transactions, and even fraudulent transactions. Using the form is the best way to provide a business service center (BSC) with the details of a transaction, such as business purpose and account number.

The form contains the following fields, some of which will be prefilled:  NetID, Name, College/Division, Department/Unit, Cardholder’s Default BSC, Alternate BSC, Transaction Date, Transaction Amount, Vendor Name, Business Purpose, Account Description.

Submitting the PCard Purchase Documentation Submission Form

• Select the link in the email you received.
  • The link in the email is unique to the transaction. If you misplace your email or need to submit your transaction details before receiving an email, visit the Procurement Gateway and select PCard Receipts from the menu on the left.
• When using the link in your email, most fields will be prefilled. Pay special attention to the following:
  • Default BSC: If this is not the BSC that will process this transaction, select the correct BSC from the “Alternate BSC” drop-down menu.
  • Business Purpose: Enter a detailed description; what did you purchase and why?
  • Account Description: This can be the actual account number or name/description of an account.
  • Receipt Image: Attach an image of any required receipt and any other pertinent documentation.
• Select Next, and then enter your electronic signature by typing your name in the required fields.