The MTSU P-Card Pulse
Volume 1
Number 2
Spring
Is
Here!
Spring 2016
Thanks to the cardholder community for the wonderful response received from the first edition
of the P-Card Pulse. Many of you sent emails of thanks, encouragement, questions submitted
for future editions, and suggestions for topics to discuss – some which made this issue! All
Cardholders know that your P-Card is a tool. Hopefully with its use a few of your job functions
have become easier, faster, and streamlined. Even so, there are policies and procedures to
follow that go along with the card’s use. With that in mind, please continue to send and share
tips you may have discovered related to the P-Card such as file processing, spot-checking
receipts, etc. New cardholders are added to the roll weekly and I am sure they would benefit
from the “experts” out there! Send them to PCard@Mtsu.edu and your tip, question, or topic
may be discussed in the next edition!
“Good communication is as stimulating as black coffee, and just as hard to
sleep after.” - A. M. Lindbergh
END OF YEAR / GRADUATION
# 1 – P-Card Policy IV:04:22.Part IV.C.2
Reminder: The P-Card may not be used to purchase end of semester gifts,
graduation gifts, retirement gifts, including occasion cards, flower
arrangements, potted flowers or plants, gift cards or gift certificates as a way
to say thank you or goodbye. Also included in this would be any food or
drinks served at a reception. As much as we want to express our gratitude
and thankfulness to our university community, please do not do this with the
P-Card.
Travel!
Change In Cardholder Status: Tis the season
for retirements and employees moving to
new departments! When this occurs,
Approvers and Cardholder together are
responsible for completing/submitting a
Change In Cardholder Status Form to the
Business and Finance Office. CAB 106.
# 2 – MTSU P-Card Approver Agreement
6. I will devise a system of controls and
accountability including spot-checking
receipts against the notes posted to the ESP
System and the cardholder’s reconciliation
of monthly bank statements. I will initial and
date the receipts spot checked as part of my
oversight responsibilities
We can help With That!
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P-Card Travel Allowable – AIRFARE, CONFERENCE REGISTRATIONS
Internet travel sites may be used to purchase a SINGLE service such
as the AIRFARE listed above.
P-Card Allowable - Registration fees paid on behalf of students
Travel items NOT ALLOWED on the P-Card: Hotels, Car rentals,
Parking fees, Internet, All food/Restaurants, Gas, Conference
sponsored tours, Conference banquets billed separately & any
charges for spouses.
Record Retention: To Shred or Not to Shred ??? Current policy
states to keep P-Card records for 3 years (5 yrs, if they are grant related).
That policy is under review and that timeline could be INCREASING. So don’t
shred any documentation just yet !! Updates wil follow 
Running late does not
count as exercise…
UPCOMING TRANSACTION APPROVAL DATES
– Monday May 9 is the day April transactions must be
approved. (Actual day falls on Saturday May 7)
- Monday, June 6 is the day May transactions must be
approved.
[Book Title]
*Calculated by counting 10 calendar days after the 27th.
Author: [Name]