Author: Admin

Bento for Business Cards

It has recently come to the attention of P-Card Services that some areas of campus have received “Bento for Business” credit cards.  Please be aware that these cards are not approved by the University.  They are identified as a black credit card with an activation sticker on the front.  They are also advertised as a commercial card built just for small business.  If you receive one or more of these cards, please campus mail them to P-Card Services, Box 870130.

Deadline Extended

Completed P-Card packets are normally due in P-Card Services by the end of the day on the 18th of each month. Since the due date for February packets, March 18th, falls during UA’s Spring Break (March 14th – 18th), these packets will be extended until the end of the day on Friday, March 25th. If you have any questions or concerns, please contact Brittany Burleson at

Licensing Approval Form

Trademark Licensing has determined that all purchases of items that bear University logos or insignia that refer to any University department or program now be reviewed and approved prior to purchase using the Licensing Approval Form. A copy of this form should be included when requesting temporary single purchase limit increases and with the completed P-Card packet.  We appreciate your assistance in making this transition go as smoothly as possible. If you have any questions please see the Trademark Licensing website.

Dollar General Tax Exemption

Certain local vendors require additional documentation to recognize The University of Alabama as being tax exempt.  The Tax Office has successfully obtained approval with Dollar General Corporation to recognize The University of Alabama for tax-exemption status within the State of Alabama.  You must have a copy of the Dollar General Tax Exemption form at the time of purchase in order to utilize this exemption.  For copies of this form  and additional P-Card related information, please visit the P-Card Services website.  If you have any additional tax exemption status questions, please contact the Tax Office.

Credit Card Data Compromises

In the technological world we currently live in, data compromises are happening more and more.  If you are notified by Bank of America that your University Purchasing Card is a part of a data compromise, your current P-Card will be canceled and a new account re-established.  All verified authorized and pending charges will transfer to the new card without any action on your part.  To ensure that there are no breaks in service, expedited delivery of your new card is available upon request.  Please notify P-Card Services of any card cancellations to ensure that your cardholder records are accurate and up-to-date.

Important Deadlines for Year End

P-Card packets are normally due in P-Card Services by the end of the day on the 18th of each month unless the 18th falls on a weekend.  If this is the case, packets are due by the end of the day on the following Monday.

With year-end rapidly approaching, and all of the tasks associated with it that must be completed, the deadline for September P-Card packets has been extended to Monday, October 26th.  All transactions with a purchase date of September 30th or before should be reconciled by Monday, October 12th and will post to FY2015 funds.  Any transactions with an October 1st or after purchase date should not be reconciled until October 15th.

Rental Cars

Did you know you can use your P-Card to rent vehicles for prospective employees and guests of the University?  Our current contract vendor, Enterprise, offers a corporate program that allows University departments to set up a corporate account, with the P-Card as a form of payment, so that vehicles can be rented to someone other than the cardholder.  For more information on how to set up an account, please click the image below.  If you have any other questions regarding rental vehicles, please contact Patrick Sexton, Senior Buyer, at 348-0064.

When a vehicle is rented for University business, P-Card Services requires an itemized receipt and written justification detailing why the rental was necessary.  This information should be submitted with the P-Card packet.

Timely Reconciliation

Completed P-card packets are due in the P-Card Services office by the end of the day on the 18th of each month. To ensure that your packet is completed and received by the due date, we recommend reconciling your charges throughout the month, not after the statement arrives. By doing so, this eliminates the rush to make any corrections for taxes paid, posting errors or fraudulent activity. Reconciling throughout the month will also ensure that your credit line is completely refreshed on the first day of the new cycle allowing you to continue making the purchases needed.

If you have any problems reconciling, please contact Seprona James.

Email us! you know that P-Card Services now has a customer service email account?  Feel free to email any questions regarding packet due dates, allowable/prohibited items, limit increases or any other P-Card related questions you may have.  This email box will be reviewed throughout the day.

Documenting P-Card Charges

Each purchasing card transaction must be documented appropriately to ensure the allowability of the expense.  This documentation consists of itemized receipts and business purpose statements.

Itemized receipts must clearly identify what was purchased and where the items were purchased, the date and quantity of purchase, and the cost of each item.  Examples of itemized receipts include invoices and packing receipts where the total listed matches the total charged.  Business purpose statements explain why the purchase was made and how the items further the mission and goals of the department.  Business purpose statements should be entered for each transaction.