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PCard - Application, Purchase Form, Missing Receipt Form, and more

PCard Transaction Form (PDF)

PCard purchases eliminate, as much as possible, the need for reimbursements.

You must ask your PI to use their PCard to make a purchase. The PCard can only be used for University of Arizona business, NEVER for personal use. All transactions made using the PCard must benefit and support the University's mission of education, research, and public service. 

*Regarding ordering of office supplies - office supplies can no longer be purchased from vendors such as Amazon, the Staples website, or local retailers using a PCard or through reimbursement. Office supplies must be purchased through the Staples catalog in Arizona BuyWays (Shop Catalog), which can be accessed in UAccess Financials → Orders → Shop Catalog.

 

NOTE: All receipts must be submitted within 3 days of purchase to avoid penalties.

Applying for an Individual PCard:

*NOTE: there is a new University Card program being rolled out. This program features a three-card model consisting of an option between:

  • ProCard - for operational expenses less than $10,000

  • TravelCard -  for employees who travel at least once per year, making travel purchases themselves

  • or OneCard - for those who manage travel for non-employees on a regular basis (ex: recruitment, DCCs, etc)

*Updated policy guidance will clarify allowable and restricted purchases on University Cards.

 

Please contact the Business Office when requesting a new P-Card holder for your lab, via the process below: 

Employees who travel on University business or make allowable purchases on behalf of the University should email PsyAccounting to determine which card type they may need.

  • The new University Card program resource page has detailed breakdowns of each card type and an interactive tool to help determine the best option for you. 
  • In addition, you can find helpful and required training regarding the new card program on the project training page. 

 

Questions?

If you have questions about the application process, please email PsyAccounting or reach out to the UA Finance & Budget project team for assistance. 

Updated: 06/23/26

PCard Transaction Form (PDF)

The PCard Transaction Form (linked above) and all receipts must be submitted within 3 days of purchase.

Form Guidelines

  • All fields on the form are required.
  • List the full account number the purchase should be charged to (include sub-accounts, if relevant).
  • State the total amount of the purchase (after taxes, fees, and so on). This number should match what shows up on your electronic statements.
  • Select an Object Code from the list provided.
  • Provide a detailed business purpose.

Business purposes listed in the final field of the Pcard Transaction Form should provide a level of specificity that expands upon the Object Code chosen from the previous checkboxes. Simply reiterating the title of the checkbox code is not sufficient.

Please consider the following details when writing your Business Purpose: 

  • What is the item in common terminology? (Simplify names of technical equipment, etc.)
  • Who does the purchase apply to? Where will it be used or stored? (Specific individual or research lab? Participants? Other?)
  • How is this item being used? How will it benefit the project/University? (Will this be used as an office tool? A research variable or procedure material? Other?)
  • Example of denied Business Purpose: "Research supplies."
  • Example of approved Business Purpose: "Model items of varying texture and shade to be used in the Imaginative Spaces Lab as visual stimuli to test participant response to shape and color."

Receipts Guidelines

Valid forms of receipts must include:

  • Vendor Name of where it was purchased
  • Vendor Address
  • Date and Time of purchase
    • *NOTE: if an item is a monthly/recurring purchase (subscription, etc), you must submit a new receipt/statement with updated dates/times each time it charges your account/card for the next installment of payments.*
  • Itemized List of what was purchased and their corresponding costs
    • *NOTE: This includes taxes, shipping fees, the final total, and all other pricing details.*
  • Payment Card Information (last 4 digits or other verification of payment method used)

Original receipts (no copies) can be brought to the Business Office, Room 338. If purchased online, email receipts/invoices to psyaccounting@email.arizona.edu with the completed PCard Transaction form.

Electronic receipts can be emailed to Psychology Accounting.

 

*NOTE*: Failure to comply with and/or violations in PCard policy or failure to forward documentation for credit card purchases may result in, but are not limited to, one or more of the following:

  • Verbal and/or written warning
  • Suspension and/or cancellation of the PCard
  • Disciplinary action (including loss of employment)
  • Civil or criminal penalties

 

 

Updated: 08/28/25

Missing Receipt Form (PDF)

This form is to be used as documentation for missing PCard receipts ONLY if the merchant cannot produce duplicate documentation. It is allowed only as a rare circumstance.

  • The form is to be completed by the Cardholder and must be signed by:
    • the Cardholder
    • Departmental PCard Liaison
    • and Department Head.

*NOTE: Repeated use of this form as a substitute for a receipt may result in suspension or cancellation of the PCard.*

Questions?

Email: psyaccounting@email.arizona.edu
You can also consult the PCard Manual provided by Financial Services for more information.

Updated 06/30/26

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