The University Cards can only be used for University of Arizona business, NEVER for personal use. All transactions made using the University Card 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 University Card 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.
Applying for a University Card
*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
Required Training Course: University ProCard TrainingTravelCard - for employees who travel at least once per year, making travel purchases themselves
Required Training Course: Travel & Expense University Card Trainingor OneCard - for those who manage travel for non-employees on a regular basis (ex: recruitment, DCCs, etc)
Required Training Course: Travel & Expense University Card Training
*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: 08/18/26
Reconciling University Cards:
Uploading Receipts
You can submit receipts by:
- Uploading them directly to Concur
- Emailing receipts to your Concur profile
- Using the Concur Mobile App
1. Open Your ProCard Report
- Log in to UAccess Travel & Expense.
- Open the current ProCard Statement Report by selecting the drop-down menu on the left side > Expenses > Manage Expenses.
2. Reconcile Each Transaction
For every transaction in the report:
- Open the transaction.
- Select the correct Expense Type (object code).
- Complete any required fields.
- Enter a summary in the Business Purpose Statement field and provide a detailed explanation in the Comments section.
- Attach the receipt or import from Available Expenses
- Save the expenses.
3.Submit the Statement
- After the statement cycle closes (and all transactions have loaded), review the report. Statement cycle starts on the 26th of the month and goes on to the 25th of the following month
- Submit the ProCard Statement Report for approval
For detailed instructions, please refer to the: Travel & Expense User Guide ProCard Reconciliation
Updated: 08/18/26
Expense Reports:
Travel Expense Report
*Before You Start
- Must have an approved Travel Authorization Request in Concur.
- Create the expense report after travel-related purchases begin.
- Submit the completed report within 10 days after returning from travel.
1. Create the Report
- Log in to UAccess Travel & Expense.
- Open the available expenses by selecting the drop-down menu on the left side, Expenses, Manage Expenses
- Create a Travel Expense Report (Located on the right side of the screen) and click Create from an Approved Request.
- Select the appropriate travel authorization
- Review the Report Header:
- Trip name
- Account Number
- Save any changes.
2. Add Expenses
- Add TravelCard, OneCard, and/or out-of-pocket expenses.
- Select the correct Expense Type first.
- Complete required fields.
- Select Expense Type.
- Enter a brief Business Purpose Statement.
- Add detailed justification in Comments.
- Attach receipt.
- Add attendees (if required).
- Allocate
- Itemize (if needed).
- Save
- Attach receipts.
- Add attendees if required.
- Allocate or itemize expenses if needed.
3. Submit
- Review for errors or missing information.
- Submit the report.
- Delegates can prepare the report.
- Only the traveler can submit it.
Updated: 08/20/26
Non-Travel Expense Report
*Before you start
- Group non-travel expenses into 1-2 reports per month.
- Don't create a separate report for every transaction.
- Always select the Expense Type first, since it determines the required fields.
1. Create the Report
- Log in to UAccess Travel & Expense.
- Open the available expenses by selecting the drop-down menu on the left side, Expenses, Manage Expenses
- Click Create Expense Report (Only if necessary)
- Select Non-Travel Expense Report.
- Complete the required Report Header fields.
2. Add Expenses
- Add OneCard, TravelCard (non-travel)
- Select the transaction
- Complete required fields.
- Select Expense Type.
- Enter a brief Business Purpose Statement.
- Add detailed justification in Comments.
- Attach receipt.
- Add attendees (if required).
- Allocate
- Itemize (if needed).
- Save
- Attach or select the receipts and support documentation.
- Add attendees or itemized items if required.
- Save each expense.
3. Submit
- Review all expenses and clear any alerts.
- Submit the report.
- Delegates can prepare the report.
- Only the employee/cardholder can submit it.
Updated: 08/20/26
Adding Attendees (when required):
For business meals, open event meals, and similar expenses:
- Open the transaction.
- Click Attendees.
- Add attendees individually, search for employees, create guests, or import a list.
- Save attendees and return to the expense.
- Upload a meeting agenda
For detailed instructions, please refer to the: Travel & Expense User Guide Travel & Non-Travel Expense Report
Allocate:
Allocate if the charge should be split between different accounts/projects.
- Select Allocate located under details
- Click Add on the left side.
- Add the accounts you would like to allocate expenses and enter the percentage or amount.
- Click Save on the Allocate window and return to the expense form.
Itemize (only if needed):
Itemize, if the purchase needs to be broken into separate expense categories:
- Open the transaction.
- Click Itemize.
- Split the total amount into the appropriate categories.
- Select the correct Expense Type for each itemized line.
Updated: 08/20/26
Business Purpose Guidelines
Business purposes listed in the final field of the Peard 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."
Updated: 08/18/26
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.
- University Card Information (last 4 digits or other verification of payment method used)
Updated: 08/18/26
Questions?
Email: psyaccounting@email.arizona.edu
Updated 08/18/26