P-Card Statement Reconciliation and Receipt Upload
Your P-Card statement must be carefully reviewed, reconciled, and approved accurately and timely on a monthly basis. P-Card holders and approvers have 30 days after the end of the billing cycle, which is on the 15th of every month, to complete the reconciliation and approval process. Failure to reconcile your P-Card for an extended period of time will result in your P-Card being suspended.
A digital copy/a picture of the receipt MUST be attached/uploaded into Visa Spend Clarity for Enterprise for any transactions of $10 or greater. If the transaction is being charged to a sponsored research/grant related fund, then a receipt is required for every transaction regardless of the dollar amount.
For instructions and a step-by-step guide on how to reconcile your P-Card and upload receipts, please review the Visa Spend Clarity for Enterprise P-Card Reconciliation Guide and the P-Card Approval Guide.
Reimbursing Illinois Tech in Case of Wrong P-Card Charges
If you accidently used your university P-Card for a personal purchase by mistake, you will need to reimburse Illinois Tech the amount of the accidental charge. You can now make this reimbursement electronically via our Online Pay Site for Procurement Card Reimbursements. Please follow the instructions closely to provide description of the charge, vendor name, amount, departmental FOAP to credit, etc. Please be sure to use a personal credit card for repayment!
Once you complete and submit the online reimbursement, you will receive an email confirmation. Please attach the reimbursement email confirmation as a receipt in Visa Spend Clarity to reconcile the P-Card charge and continue/complete the reconciliation process.
Visa Spend Clarity Enterprise App. - The Little App. That Could!
No more keeping and organizing paper receipts! Download the Visa Spend Clarity Enterprise App. and use it for quick and easy receipt capture and linking using your smartphone for your P-Card transactions no matter where you are!
Please review the Visa Spend Clarity Enterprise App. User Guide and start to make your P-Card receipt capture and linking process more effortless!