P-Card Services

P-Card Application Checklist:

Registration Notice: When registering for multiple Professional Development courses through Banner Course Registration, you must allow a few hours after completing one course before the next-level course becomes available for registration. If the next course is not available within a few hours of completing the prerequisite course, please reach out to Budget for assistance.

1. Successful completion of the following Finance Training Classes are REQUIRED

2. Once you have completed the required classes with a successful completion grade of 100%, an application is made available to you within the P-Card Application Suite.

3. Your P-Card will arrive approximately 7-10 days after your application is fully approved. You must meet all training requirements prior to receiving your card.

4. Transactions with a date between the first and last day of a month must be reconciled and approved by the end of the 7th calendar day of the following month.

Reconciling Your P-Card

Finance 223 will instruct you on how to reconcile your P-Card. If you have any questions, please send an email to pcard@liberty.edu.

To access Emburse, our expense management system, visit the myLU webpage and click on the Emburse link to login. 

Fraudulent and/or Disputed Charges

Please be aware that any fraudulent or disputed charges must be reported to Truist within 60 days of the transaction date. Claims submitted after this timeframe may be denied by the bank, potentially resulting in the charges becoming the responsibility of the department or cardholder.

We encourage cardholders to review their transactions regularly and report any concerns as soon as possible.

Is it fraud or a dispute?

Fraud = Unauthorized third-party use of the card.

Dispute = Billing error, duplicate charge, merchandise not received, etc.

Should you have fraud or a disputed claim, you will need to call the bank as soon as you are able.

Steps:

1. Call Truist at (877) 806-8766
2. To ensure a call with Truist goes as smoothly as possible, have the following information ready:
   • First and last name of Cardholder
   • Full P-Card Number (if it’s lost, please contact the P-Card office)
   • Name of Business (has to be exact: Liberty University)
   • LU’s Tax ID (54-0946734)
   • The details of each fraud or disputed charge (description, date, amount
   • The last four digits of your Social Security Number (SSN)
   • Your mobile phone number
3. If you do have fraud that was verified, and you will be receiving a new card. Replacement cards will be sent to the P-Card Office. You will receive an email notification once it is ready for pickup.
4. Your P-Card will be delivered within 7-10 business days unless you ask for it to be expedited.
5. Complete this Fraud/Dispute Notification Form to notify the P-Card Office of all fraud and disputed claims as soon as you are able. You will need your claim number from the bank for this form.
6. Reconcile the charges. Use the fraud FOAPAL when reconciling the original fraudulent (disputed) charge, as well as the adjustment from the bank on the same ER to 111101-H2000-60-FRAUD.  You can also access “how to” for reconciling fraud by viewing the fraud reconciliation document (PDF)

Things to Remember

The use of a P-Card is a privilege and, if misused, appropriate administrative and/or disciplinary action will be taken. Depending on the severity of misuse, this could include termination of employment and criminal prosecution.

• P-Cards are limited to transactions of $2,500 or less.
• Cards cannot be used to withdraw cash from an ATM.
• Stacking or splitting purchases over time or with different cards in an attempt to make a transaction over $2,500 is strictly prohibited.
• Prohibited item purchases are closely monitored. Violations can result in P-Card termination and/or personal liability.
  • See our Prohibited Items List (PDF).