Important dates and key monthly deadlines, essential guidelines, required forms, and official policies to help you manage P-Card transactions and departmental purchasing tasks.
Dates and Deadlines
Billing cycle: The P-card cycle usually ends on the 25th of every month. For example, if purchasing a Walmart order on 5/22, the transaction will show up in the May billing cycle.
Reallocation: The deadline to reallocate your charges is the 10th of every month for the previous month in Peoplesoft Finance.
- If a transaction (registration, hotel, etc.) purchased on a P-Card is associated with a travel request, the Travel ID should be included in the description during the allocation process.
- If reallocation is not completed prior to the deadline, transactions will automatically be charged to the default chartstring set up initially with the Pcard.
P-Card packet deadline: Each month, P-card cardholders must complete the Monthly Reconciliation Certification Form after the billing cycle closes on the 25th of that month. The P-Card packet must have supporting documentation for the purchase, match the U.S. Bank Statement and PeopleSoft transaction log, and confirm that P-Card charges match and were appropriate. After the cardholder and P-card supervisor sign the form through DocuSign, download the completed form from DocuSign and upload it to the cardholder’s P-card Box folder within 30 days of the prior cycle close date.
Guidelines and Forms
Change balance limit: Complete the P-Card Maintenance form
Meal pre-approval policy and form: A meal pre-approval form is required prior to an event if the food is catered or if the meal is attended only by UMBC employees (faculty, staff, and/or graduate assistants).
Forms, quick reference sheets, and guides can be found on the Procurement and Strategic Sourcing site.
Sales and Use Tax Exemption Certificate
Training and Updates
Follow the myUMBC Procurement group for training dates and updates.