📃 Transaction Information
Transaction Nickname (Optional): Allows you to give a nickname to the form to be easier to find in case you want to search for it again later.
Related P-Card Transaction: This will default to the transaction you are filling the form out for; however, if you started by making a free-form p-card form independent of a transaction by clicking New P-Card form on the Card Manager’s dashboard, you can choose which transaction to link this form to using this drop down menu.
Doc. No.: short for “Document Number.” The identifying number for the transaction
Card Holder: The holder of the card the transaction was purchased with
Debit Amount: The final amount of the transaction
Document Date: The date the card was charged
Description: The bank statement description of the transaction, provided by the vendor
This field will auto-populate with the details of the transaction if you clicked on Go to P-Card Form. If you used the New P-Card form option, the transaction information will not auto-populate until you select a transaction:
To proceed with the rest of the form, choose all relevant choices from the following options:
- Standard Transaction: for all transactions which are not fraudulent or personal expenses
- Personal Expense: a transaction not intended for MIT business but was placed on a p-card by accident
- Fraudulent Charge: a fraudulent charge
- Anticipating International Transactions: for transactions purchased by suppliers outside of the U.S.
- Anticipating Refund: for transactions where a refund or other credit is expected, such as on tax
Personal Expenses
If this box is checked, you will need to fill out the p-card form and submit special documentation. See How do I submit a form or check for a personal expense? for how to complete a p-card form in this situation.
Fraudulent Charges
A fraudulent charge is a special situation that doesn’t quite follow the flow of filling out a normal p-card form. If you need to check this box, see What do I do if there's a fraudulent expense on my card? on what to properly do in this situation.
Anticipated Refunds
Since these credits are separate transactions, they must be linked to the original charge in QuickBase after the original’s form has been submitted. By checking this box, you will be prompted to input the exact credit amount. If you forget to check this box, put the wrong amount, or forget to put in an amount, you will run into issues later when the credit comes in. See How to connect an international transaction fee or refund to its original charge for how to resolve if this happens.
Anticipated International Transactions
Such transactions are nearly always accompanied by a separate, secondary charge equivalent to 1% of the cost of the original transaction (e.g., if what you bought was $60, the international transaction fee would be around $0.60). If you have purchased from a vendor based outside of the U.S, you should anticipate this fee and check this box. Since these charges are separate transactions, they must be linked to the original charge in QuickBase when they come in, after the original charge’s form has been submitted. See How to connect an international transaction fee or refund to its original charge for what to expect.