New P-Card Expense Report Schedule Effective November 7, 2025

To improve efficiency and support campus cost-saving efforts, UC Merced’s P-Card expense reports will now be submitted every other Friday, starting November 7, 2025. This change replaces the previous requirement to reconcile transactions within ten (10) business days of posting. Submitting one report every two weeks will streamline processing, reduce costs, and ensure timely compliance.

What’s Changing

• New submission schedule: Expense reports are now due every other Friday, covering purchases made during the prior two-week period.
  • First report due: Friday, November 7, 2025 – covers purchases from October 24–November 6, 2025.
  • Next report due: Friday, November 21, 2025 – covers purchases from November 7 – November 20, 2025.
• Fewer violation notices: 10- or 15-day notices will now be issued every other week instead of weekly. Those with any outstanding 10-day items will still receive a notice today; the new biweekly schedule begins next week.
• Support from Travel & Expense Management: As a reminder, if you are supported by Travel & Expense Management (formerly CBS2 – Travel), they can assist with reconciling your P-Card transactions in Concur but can no longer submit reports on your behalf. Please log in to Concur every other Friday to review and submit your expense report.

Expense Report Naming Format

When creating your expense report in Concur, use the following format: Purchases [Start Date] to [End Date] [Year]

Example: Purchases Nov 7 to 20 2025

Important reminders:

• Concur accepts only letters and numbers — do not use symbols such as / - & ( ).
• If you are creating your own report, ensure your report name matches the format before submitting.

Your Concur screen should look similar to the example below when naming your report:

Approving or Submitting Reports

If a report has been created on your behalf, or if you’re logging in on a Friday to review and submit your own expense report:

1. Locate the report in Concur.
2. Confirm the report name follows the correct format — for example: Purchases Nov 7 to 20 2025
3. Review all transactions to ensure accuracy.
4. Submit the report once confirmed.

Your Concur screen should look similar to this example when reviewing or submitting:

P-Card Reference Information

Thank you for your cooperation in keeping UC Merced’s P-Card program efficient, compliant, and cost-effective.