PCard usage in Folio and EBS

Summary: Instructions for pcard holders to complete EBS documents so that the transactions get paid in FOLIO properly.

Pcard holder

• Provide the business purpose of the purchase

• Upload receipt, invoice and/or other documentation of the purchase

• Reference your last name and the corresponding POL(s) in the line description field(s)

  • If there are too many POLs to list in "line description," use the "notes & attachments" field instead

• Update the object code to 6477 (for collections purchases only)

  • Use 6545 for true memberships

  • Use 6428 for supplies

  • Refer to the accounting expenditure object code listing for others if needed

• In the case of refunds, be sure to reference the document # corresponding to the original purchase in the "notes & attachments" field

Pcard approver (Fiscal Office or delegate)

• FYI Tami Smith to the doc before approving it

Tami

• Will pay the FOLIO POL as docs are routed to her

• If an FYI gets missed, Tami will notice on the ledger, and/or the pcard holder can alert Tami that a POL is not yet paid