P-Cards & Expenses

How do I request a P-Card or add a new User??

There are four necessary processes that must be completed before a P-Card can be ordered for a staff person or volunteer.  In order to complete these steps, the P-Card cardholder must have an active staff resources account, as the first three of these processes are completed online.

Users/P-Card Process

  1. Complete Criminal Background Check
  2. Complete Faith and Conduct Acknowledgement
  3. Complete Young Life Financial Principles Training, which includes the Electronic Cardholders Agreement. (Users must use Firefox or Internet Explorer to complete the Financial Principles Training.)
  4. Then complete the AF111 User Request Form. DO NOT attempt to submit the form directly to the P-Card Department.  This document must be submitted to the regional office only. Information needed to complete the form:
    • User’s Name
    • Employee ID
    • Phone Number
    • Email Address
    • Mailing Address
    • If they will need a P-Card
    • Who the approver will be
    • Limit requested

Training must be completed to create a new approver for a P-card user. The approver needs to complete the Financial Principles Training and then they can be added. After completing training the AF111 User Request Form should be filled out for the new approver.

Once these steps are all completed, an email from the P-Card Department will be sent to the new cardholder with further instructions an a user name and password.

Expense Delegation

The delegation feature in Workday allows employees to elect a Delegate to do their tasks on their behalf. There are a variety of situations in which delegating your tasks in Workday is appropriate. One example is if an approver goes on vacation, and they need a direct report to approve expense reports while they are gone. Another example is if an admin consistently supports their supervisor with the creation of and approval of expense reports. You can also delegate your tasks to volunteers, or contingent workers (as they are known in Workday)! DELEGATE USER GUIDE

Volunteer Reimbursements

This is how our Accounts Payable team has articulated volunteer reimbursements in Workday:

  • If the volunteer already exists as a user, they should be able to submit a cash/out-of-pocket expense report (even if they don’t have a PCard) and can be refunded this way.
  • If they are not set up as a Workday user, a staff person will need to set them up as a supplier, include “Volunteer reimbursement” in the “Justification” box on the supplier request, and attach the receipt in place of a W9. Then the staff member can create and submit an invoice request, also including the receipt and stating “Volunteer reimbursement” in the memo line.

Create a Supplier Request 

Create a Supplier Invoice Request 

Workday Invoice/Reimbursement/P Card Correction Form

Policies & Best Practices

The P Card should not be used for personal expenses.  In rare instances when this occurs, repayments of personal items purchased must be done using this ACH withdrawal form (automatic bank draft).

  • The P Card information should never be stored in on-line purchasing venues such as Amazon and the like as a default payment method. This practice will minimize personal charge mistakes.
  • Acceptable P-Card Business Purposes
  • W-9 (required to setup new vendors in Concur)
  • Finance Manual (includes the following and more):
    • Corporate info (for grants)
    • Expense Account Descriptions (Cash Flow)
    • Information/Policies for Fundraisers
    • Revenue and Payment Forms
  • Computer, Printer and Mobile Discounts

Helpful Resources

Additional Questions? Please contact the P-Card team at 719-381-1993 or pcards@sc.younglife.org.

Ozark-Bayou Region P-Card Policies 

Cell Phone Guidelines

Best Practices 

As a 501c3, non-profit organization, it is paramount that all Young Life staff strive for excellence in regards to our finances. Cutting corners or failure to comply with Young Life Service Center, divisional or regional standards could be detrimental to your area or the entire mission in the event of an external IRS audit.

As a mission, we would like to be excellent in the way we handle our expense reports and payment requests.  These “Best Practices” are guidelines and regulation to help us get better and be excellent in the way we do Concur as a mission.

Please know that we understand that Workday and expenses can feel like an uphill battle for some, but we are asking that you be diligent in doing this part of your job really well.

Pursuing excellence in this area exemplifies transparency in the way we steward the resources God has entrusted to us.

Need to add or change your approver??

  1. Ensure the new approver has a Staff Resource account in Volunteer Manager
  2. Complete AF111 User Request Form prepared to answer:
    • Employee ID
    • Old Approver
    • New Approver and email address

Below are a few other helpful resources: