Timely submission is expected and critical – late submissions could result in the suspension of your p-card.
Purchases must be allocated within a week of posting to your account.
All purchases made through the 15th of the month must be allocated by the 22nd of the month.
Jump to:
- Quick Allocation Guide
- Account Codes
- Activity Codes
- Common Contracts
- Fiscal Services P-Card Page
- Pet Pics
- Admission’s Travel Guide
Quick Allocation Guide
- Log into MFG at https://fiscal.gmu.edu/mason-finance-gateway/
- Click on “Credit Card Items” in the eWallet section
- Check the box next to the charge or charges you want to allocate, then click on “Add to Report” (note: do not group travel and non-travel expenses into one report)
- Click on “Create a New Expense Report” (you can also choose to add to an existing report)
- Create a report name starting with “P-Card”
- Choose start and end dates based on when the transaction took place
- Under Employment Status/Payee – choose “Employee”
- Reason for Expense
- For travel related costs – choose Employee Travel (enter the country and destination)
- For transactions that are not travel related – choose Employee Non-Travel
- Business Purpose – quick summary of the purpose of the purchase
- Save
- Choose the correct expense tile based on the purchase, common options for our office:
- Dues/Fees (Entry Fees/Professional Membership Dues)
- Supplies/Services (Student Event Supplies)
- Food & Beverage (Business Meals)
- Credits/refunds can not be applied under business meals – instead use Misc P-Card with acct 73880
- Registration
- Misc P-Card
- Note: the expense type may automatically be chosen for you based on the purchase, if it is assigned incorrectly click on the icon for the purchase and edit the option.
- Each allocation needs to have the following completed:
- Date (auto populated, cannot be changed)
- Spent (auto populated, cannot be changed)
- Business Purpose: information is carried over from the report creation, any changes will affect the whole report
- Description: detailed description of your purchase (what you would have put in the comments in BOA Works)
- eVA Category:
- R01 – for routine purchase where eVA fees are required (ex. Amazon purchases)
- X02 – for purchases exempt from eVA fees (ex. Membership Dues)
- Exempt – for orders exempt from eVA entry (ex. travel, conference registrations)
- PCO Number (Enter R01 or X02 based on info above or account code used and enter PCO number below – for eVA eMall catalog purchases paid with P-Card (ex. Supply Room)
- Contract Number: type in the contract number if needed (ex. Supply Room, Pat Dome; visit https://fiscal.gmu.edu/purchasing/purchase-goods-or-services/search-for-an-existing-contract/ for contract numbers)
- Activity: refer to the activity codes at the end of this document if you are traveling or made a purchase for an event
- Allocation: type in the org or fund number you want to charge the allocation to. Refer to our Chart P Org Code document for the full list of options. You can split the charge between multiple orgs/funds by clicking on Add Allocation
- Attachments: click on Add Attachments and upload your receipt (or pull it from the Receipt Gallery)
- Hit the save button.
- If you have additional allocations you would like to add to this report (remember to separate travel from non-travel expenses) – click the plus button and add repeat the allocation steps
- Once all pieces are complete, you can sign off on the expense report.
- Click the green Submit button
- A side window will appear and ask you to review and confirm the submission
- Your expense report will be returned if the approver needs edits or additional documentation added. You will receive an email telling you the transaction has been returned. Refer to the comments in the email to resolve the issue, and then resubmit.
- Visit https://fiscal.gmu.edu/wp-content/uploads/P-CardManual.pdf (refer to page 13 of 15 for the step by step instructions)
Account Codes
| Account Code Name | Number | Use | eVA Category | Documentation Required |
| Computer Operating Supplies | 74730 | Computer accessories | R01 | Receipt |
| Computer Softw Dev and Maint | 73750 | Software purchases | R01 | Receipt |
| Computer Sys & Components less than $5K | 74874 | Hardware purchases | R01 | Receipt |
| Dues | 73210 | X02 | Receipt | |
| Entry Fees | 73462 | R01 | Receipt | |
| Express Mail Services | 73110 | FedEx/UPS | Exempt | Receipt |
| Food & Beverage Items | 74320 | R01 | Receipt / attendee list* | |
| Gas Vehicle/Equipment | 74230 | Exempt | Receipt / travel authorization** | |
| Office Supplies | 74120 | R01 / PCO | Receipt | |
| Postage/Metered Mail | 73140 | Exempt | Receipt | |
| Printing Services | 73150 | Printing services / business cards | R01 / Exempt (business cards only) | Receipt |
| Student Event Supplies | 74782 | R01 / PCO / Exempt (over the counter only) | Receipt | |
| Travel DOM Airfare excl AK HI | 73830 | Domestic flights / baggage | Exempt | Receipt |
| Travel Conference Registration | 73890 | Domestic / international | Exempt | Receipt / travel authorization** |
| Travel FOR Airfare | 73894 | International flights | Exempt | Receipt / travel authorization** |
| Travel Ground Transportation | 73831 | Taxi / train / parking / rental cars | Exempt | Receipt / travel authorization** |
| Travel Lodging | 73850 | Exempt | Receipt / travel authorization** | |
| Web Applications | 73775 | Website subscriptions | R01 | Receipt / travel authorization** |
**If travel is under $1000, note “Trip is under $1000, written authorization is not required.”
Activity Codes
Travel Regions
| Code | Admissions Usage |
| INIT01 | Virginia |
| INIT02 | Maryland |
| INIT03 | Washington, D.C. |
| INIT04 | Pennsylvania |
| INIT05 | New York / New Jersey |
| INIT06 | Northeast (ME/VT/NH/MA/RI/CT/DE) |
| INIT07 | Southeast (TN/NC/SC/WV/KY/AR) |
| INIT08 | Southeast (LA/MS/AL/GA/FL) |
| INIT09 | Texas |
| INIT10 | Mid-West (IL/IN/IA/KS/MI/MN/MO/NE/ND/OH/SD/WI) |
| INIT11 | West / Southwest (WA/OR/CA/NV/ID/MT/WY/UT/CO/AZ/NM/OK) |
| INIT19 | Remote Worker Campus Visit |
| INIT20 | Conference |
Events
| Code | Admissions Usage |
| EVT001 | Fall Premiere |
| EVT002 | Spotlight Day |
| EVT003 | Celebration of Excellence / University Scholars |
| EVT004 | Spring Preview |
| EVT005 | Patriot Fly-In |
| EVT006 | Prospective Transfer Open House |
| EVT007 | Virtual Events |
| EVT008 | Junior Visit Day |
| EVT009 | Local Counselor Breakfast |
| EVT010 | NoVA Night |
| EVT011 | Mason Live |
| EVT012 | Fall Visit Day |
| EVT013 | Yield Events |
| EVT014 | Freshman Event Misc |
| EVT015 | Transfer Event Misc |
| EVT016 | Direct Admissions Event |
| EVT017 | College Prep Visit Day |
| EVT018 | Grad Fair |
Wage Groups
| Code | Admissions Usage |
| PROJ01 | Mason Ambassadors |
| PROJ02 | Telecounseling |
| PROJ03 | Welcome Team |
| PROJ04 | Document Center |
Common Contracts
Common Contracts, for comprehensive list visit https://fiscal.gmu.edu/purchasing/purchase-goods-or-services/search-for-an-existing-contract/
| Vendor | Expires | Contract Number |
| 4Imprint | 8/31/26 | GMU-1857-23-01 |
| Accurate Printing Inc | 10/31/26 | GMU-JR0815-23-06 |
| Amazon | 1/18/28 | GMU-1452-18 |
| Brooke Rental Center, Inc | 12/31/26 | GMU-SM1120-24 |
| Club Colors | 8/31/26 | GMU-1857-23-06 |
| FedEx (Printing) | 10/31/26 | GMU-JR0815-23-07 |
| Geneologie | 8/31/26 | GMU-1857-23-08 |
| More Vang/Global Printing Inc. | 10/31/26 | GMU-JR0815-23-03 |
| Pat Dome | 8/31/26 | GMU-1857-23-12 |
| Reston Shirt & Graphic Co | 8/31/26 | GMU-1857-23-13 |
| Supply Room Co | 5/31/26 | GMU-SS0121-25 |
| TK Promotions | 8/31/26 | GMU-1857-23-14 |
| Worth Higgins | 10/31/26 | GMU-JR0815-23-02 |
Pet Pics
If you made it all the way through this page, then you are awarded with pet pictures! If you would like your pet photos added to this page, email them to Suzy and she will happily post them!
