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Contact the Business Office

Telephone:
(808) 974-7404

Fax:
(808) 974-7713

Mail:
Business Office
University of Hawaii at Hilo
200 W. Kawili St.
Hilo, HI 96720-4091

P-Card

UH Hilo > Business Office > Easy Reference Guides

The official website for the University Purchasing card can be found at:
http://www.hawaii.edu/oprpm/pcard/

Cardholder’s responsibility

1. Assure that purchases are in accordance with all University policies and procedures.
2. Ensure that all charges and appropriate credits appear on PVSnet.  Contact the vendor if unfamiliar transactions appear, or if the amount differs from that shown on the receipt.
3. Submit transaction log with appropriate supports by the deadline of each billing cycle.

Please note this is not an inclusive list, but the most common responsibilities that are overlooked.

Transaction log – 14th of every month

The transaction log with receipts/supports is due to the Business Office on the 14th of each month at 4:00pm.  Since the billing cycle deadline is the same each month, do not wait until the 14th to complete your log and obtain signatures.  Start early!  Purchases that have not been posted to PVSnet but made prior to the 14th should be included on the transaction log. Attach all supports to the log (for example: travel requests, training requests, etc.).

Updating PVSnet account and subcode

Update PVSnet if there is any transaction that should not to be charged to your default account code and subcode.  This is very important!  Double check to see that the correct account code and subcode has been used and that any of the hyphens within the transaction allocation section has not been deleted.

Using Your Pcard for Travel Related Expenses

When using your Pcard for inter-island airfare, the traveler's approved travel request (traveler and supervisor signatures) must be turned in with the transaction log and receipt. For conference registration fees, attach the training request form (which includes approval from Human Resources) and, if applicable, the approved travel request. Using your Pcard does not give you extra time to complete the travel request and/or training request documents.

Transaction Log/Statement of Account/Bank Statement

The following three items need to be completed and sent to the Business Office for every billing cycle that charges are made:

1. Transaction log with receipts/supporting documentation.
2. Statement of Account – The Business Office prints and sends this out via campus mail a few days after the 20th of each month. Pcardholder and supervisor's signatures are required on the statement.
3. Bank Statement - This is sent to the Pcardholder directly from First Hawaiian Bank. If it is not received or is misplaced, contact the bank to request a duplicate copy.

Non-Compliance Policies for UH Hilo

See the non-compliance policies for the P-Card. These policies have been in effect since October 9, 2006.

Common subcodes