Outstanding Pcard Charges
Travel, Business Meeting and Entertainment policy # 806 and related procedures
TBME “…expenses should be submitted and approved no later than thirty (30) calendar days after the return from a business trip or end of the meeting or event.” “Expenses submitted in excess of 60 calendar days may not be reimbursed.”
Please note that the Controller’s Office will take the following action:
PCards will be automatically suspended on the 15th of every month or prior business day for any uncleared pcard charge that has not been submitted and approved in Concur within 60 days of the trip/event or are non-travel expenses over 60 days old. This does not apply to future dated trips documented in the header record of the expense report.
Pcards will only be reactivated upon notification from the department chair/head that the charges are cleared and reactivation is requested. If the PCard holder has a second suspension within a calendar year, the card can be reactivated 90 days after the charges have been cleared. The department chair/head must request the reactivation after the 90-day period has ended.
For assistance with Concur, please email concur@rice.edu or call ext. 6715.
Should you have an extenuating circumstance for not clearing Pcard charges timely, please email concur@rice.edu with information regarding the circumstances.
