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 application:

1. Under Actions, choose the Create Spend Authorization button.

2. Complete the required fields, including Company, Start Date, End Date, detailed Description, and appropriate Business Purpose (BP 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.

• Select the Attachments tab.

• Drag and drop files from your desktop, or choose the Select files button to upload one or more files.

• Select Submit.

6. Complete Questionnaire will pop up in your Inbox. 

7. Select Submit. 

View an Existing Spend Authorization

From the Expenses application:

1. Under View, choose the Spend Authorizations from the list.

2. Select Change Spend Authorization to modify an existing spend authorization.

3. Click on the blue Spend Authorization number.

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

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Need Help?  Visit our Getting Help Page 

Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu