P-Card Training

Rev 10/2011

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Training Agenda

• Intro to P-Card: Common terms

• P-Card Website

• Using your P-Card

• RapidRecon Practical Exercise

Common Terms

RapidRecon: The software system that allows a Cardholder to reconcile their P-Card transactions; the transaction “router” or liaison between VISA and Banner

Vendor Visa RapidRecon Banner

Common Terms

Reconcile Matching a Visa transaction to an order or a trip containing the FOAPAL to which the transaction should post

Order Created when a Cardholder purchases goods/general commodities

Trip Created when a Cardholder goes on a trip or hosts guests of the University

Decline You try to use your P-Card and the vendor tells you it didn’t work.

P-Card Website

P-Card Website

How to get there:1. Search the Liberty University site for “P-Card”,

choose 2nd link2. Splash page → Finance & Administration →

“Purchasing Card (P-Card)” under “Purchasing”3. www.liberty.edu/purchasing → “P-Card Web

Page” link in left pane

Using Your P-Card

Travel?•Business/Professional Development•Team•Host Expenses

General?• Goods• Memberships

Create a Trip(TCxxxxxxx)

Reconcile P-Card transactions to Trip line items or per diem

line

Reconcile P-Card transactions to

the Order

Transactions approved in RapidRecon

Banner

Create an Order(PCxxxxxxx)

Trip vs. Order

Trip or Order?

Flight for an incoming prospective staff member

Catering for a student event

Scantrons for a class

Laptops for new faculty

Trip or Order?

Professional Licensure

Bus snacks for student athletes going to a tournament

Postage for documents sent to LU from a conference

Dinner with a host while away on LU business

Travel Card

Travel P-Card: Things to Know• Abide by all Travel & Entertainment policies and

procedures

• Sign the online “Travel & Entertainment Acknowledgement Letter” (on the Financial Planning and Budgeting website)

• Multiple people/per diem

Trip Notes

Before Travel• Create a Trip in Rapid Recon to determine per diem and

lodging thresholds

• Reconcile travel transactions as they appear in RapidRecon(e.g. airfare and hotel reservations)

• Ensure any department-specific approvals have been obtained

During Travel• File receipts on a daily basis

• Report any travel changes to organizational leader immediately

After Travel• Reconcile P-Card transactions incurred while ON the trip.

• Wait for transaction approval (‘A’ for Approved or ‘C’ for Costed as indicated on the Transaction Approval Report.

• Submit paperwork to Accounting (CN 1600)• Travel Expense Report (signed by traveler and approver)• Copy of Per Diem Calculator• Copies of Receipts• MapQuest/Google Map• Other documentation

RapidRecon Practical Exercise

General Card

General Card: Things to Know• Staples (or any other office supply store)

• Sam’s

• PayPal/Amazon

Order Notes

After the Purchase• Create an Order in RapidRecon using your receipt

• Reconcile transaction

• Handwrite the Order number on the receipt.(PC#######)

• File applicable supporting documentation within your department

RapidRecon Practical Exercise

Questions?• Julie Slagle

• 592-3048• jdslagle@liberty.edu

• Brittany Harris• 592-3346• beharris@liberty.edu

• Purchasing• 592-3012• pcard@liberty.edu