Create An Official Function for Pcard

Card Official Function

Create a Spend Authorization aka Request for Official Functions

This must be done prior to the purchase on the pcard to link it to the Transaction.

Spend authorizations grant permission for Official Functions. Workers initiate these authorizations. Managers approve or take other actions on them.

From the Expenses Hub application:

1. Choose the Create Spend Authorization button.

2. Complete the required fields, including Company, Start Date, End Date, detailed Description, and appropriate Business Purpose (Business Purpose is required for Official Functions). 

3. In the Justification field, you can clarify the reason for the future expense.

4. In the Spend Authorization Lines tab, select the Add button to add a spend authorization line item. 

5. Complete all required fields for each spend authorization line, adding additional lines as needed. You can submit attachments, such as Agendas and Attendee Lists, as part of the spend authorization request.

6. Click the Submit at the bottom of the screen. 

5. Complete all required fields for each spend authorization line, adding additional lines as needed. You can submit attachments, such as Agendas and Attendee Lists, as part of the spend authorization request.

6. Click the Submit at the bottom of the screen. 

5. Complete Questionnaire will pop up in your My Tasks.

Complete the questionnaire in detail, attaching the agenda, any flyer, and a list of attendees.

9. Select Submit. 

View an Existing Spend Authorization

From the Expenses application:

1. Under Expenses Hub App, choose the Spend Authorizations from the list.

2. Under the Actions drop down you can select Change Spend Authorization to modify an existing spend authorization if it has not been expensed out.

3. Click on the blue Spend Authorization number.

4. Select the Process History tab to check the status of the spend authorization request. 

Not Seeing What You Need?  To Request a Job Aid, Click Here.

Need Help?  Visit our Getting Help Page 

Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu