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PCard Receipt Processing FAQ

This article applies to: PCard Receipt Processing


General Questions

Who uses the PCard Receipt Processing system?

Am I a Cardholder or a Coordinator?

Questions for Cardholders

How do I log into the Receipt Submission Form?

What file formats are acceptable?

What information is required in addition to the receipt?

If my business purpose is written on my receipt, do I need to add it to the email or the PCard Receipt Submission Form?

Will I receive an email notification for every PCard transaction?

I don't want to see all these emails. Can I turn them off?

I don't know my account number.

I have my receipt but haven't received an email notification. How do I submit my receipt?

I received an email notification for a transaction I do not recognize.

What is a 10-day email notification?

Why did I receive a 10-day email notification for a transaction I already submitted?

General Questions

Who uses the PCard Receipt Processing system?

PCard holders and/or those who submit receipts on behalf of a Cardholder.

Am I a Cardholder or a Coordinator?

If you make purchases with a PCard, you are a Cardholder. If you work with the ImageNow solution to validate supporting documentation and ensure policy compliance, you are a Coordinator.

Questions for Cardholders

How do I log into the Receipt Submission Form?

Enter your NetID and NetID password.

What file formats are acceptable?

  • PDF (commonly used file format - "Portable Document Format")
  • DOCX (Microsoft Word document)
  • DOC (older version of Microsoft Word document)
  • TXT (text document)
  • JPG (image format)
  • PNG (image format)
  • TIF (image format)

What information is required in addition to the receipt?

  • Your account number
  • Business purpose
  • For business meals, list the attendees
  • Was alcohol purchased?

If my business purpose is written on my receipt, do I need to add it to the email or the PCard Receipt Submission Form?

No. If the business purpose and account information are included on the receipt, you can enter "see receipt" on the submission form.

Will I receive an email notification for every PCard transaction?

Yes. You will receive an email notification for each charge or credit on your PCard.

I don't want to see all these emails. Can I turn them off?

No. You will receive all email notifications. You can set up a rule (filter) to move them into another email folder if you don't want to see them in your Inbox.

Using Rules with Outlook on the Web (recommended method)

Using Rules with Outlook 2016 for Windows

Using Rules with Outlook 2016 for Mac

I don't know my account number.

If you know the name of the account, you can enter the name in this field. If you don't know the account number or name, contact your FTC (Financial Transaction Center) / BSC (Business Service Center) for assistance.

I have my receipt but haven't received an email notification. How do I submit my receipt?

If you haven’t received an email notification yet, either the vendor has not charged your PCard or the bank has not yet sent the batch file to Cornell for loading into KFS.

The best practice is to wait for the email notification, which indicates that your card has been charged and Cornell has received the transaction from the bank file. If you prefer, you can use the PCard Receipt Submission link and fill in all of the fields and attach your receipt. 

TIP: If you wait for the email notification many of the transaction details will be automatically filled in.

I received an email notification for a transaction I do not recognize.

Contact US Bank immediately and report the transaction as potential fraud. The customer service number is 1-800-344-5696. Outside the U.S., call collect 701-461-2010.

What is a 10-day email notification?

It's a reminder email requesting a PCard receipt or supporting documentation that you may not have submitted yet. The 10 days is calculated based on the KFS “create” date, not the “transaction” date.

Why did I receive a 10-day email notification for a transaction I already submitted?

Confirm you submitted your receipt from the PCard Portal page. If you see the transaction in your PCard Portal log, then you are all set and no further action is necessary. The responsibility is with the PCard Coordinator (in the FTC/BSC) to review your supporting documentation and approve the KFS PCDO e-doc.

About this Article

Last updated: 

Wednesday, November 2, 2016 - 9:12am

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