Category: News

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.

 

Aramark/Bama Dining Charges

Several departments across campus use Aramark/Bama Dining for their catering needs. These expenses, if at all possible, should be paid for using the Purchasing Card. When reconciling these charges, you will need to complete an Entertainment Expense Form to be included with the P-Card documentation or provide the information within the form in the comments field. Itemized receipts are required for these purchases as well.

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 16th – 20th), these packets will be extended until the end of the day on Wednesday, March 25th. If you have any questions or concerns, please contact Brittany Burleson at bburleson@fa.ua.edu.

Relocation Expenses

 

Moving expenses for a candidate after he or she has accepted a position at UA are reimbursable expenses and are paid at the discretion of the department, however, these expenses are prohibited on the P-Card because they are taxable to the individual.

Examples of moving expenses include:   household moving, travel, lodging and meals during the move, any pre-moving travel and lodging, pre-moving meals and temporary quarters.  This includes airfare and lodging needed while on a house-hunting trip after the job is accepted.Any relocation expenses not paid by PO should be paid for personally, then reimbursed via a Miscellaneous Disbursement Voucher.  Please see the UA Spending Policy for more guidance.

In-State Travel

Please remember that while traveling within the state of Alabama, personal meals, lodging and gratuities are not allowable on the P-Card due to State of Alabama per diem regulations.  These expenses should be paid for personally and an In-State Travel Voucher should be submitted to Accounts Payable upon return.  Business entertainment meals with a valid justification while in travel status are allowable on the P-Card.

Please refer to UA’s Travel Policy for additional information on in-state travel.

Fraud

Fraud is a daily occurrence that can affect any person who uses a credit card on a regular basis.  Our P-Card issuer, Bank of America, has a very sophisticated fraud department that is constantly reviewing credit card authorizations and transactions for authenticity.  If you receive a telephone call from Bank of America, please do not be alarmed; they simply would like to discuss your recent transaction history.  The Bank should never ask for your full credit card number, but instead ask for your work address and phone number for verification purposes.  If it is determined that your P-Card has been compromised, you may cancel your card and have a new card reissued.  Please be sure to notify P-Card Services of this change.

If you have any questions or concerns, please contact our P-Card Coordinator, Seprona James at sjames@fa.ua.edu or 348-8645.

P-Card Fraud

Fraud is a daily occurrence that can affect any person who uses a credit card on a regular basis.  Our P-Card issuer, Bank of America, has a very sophisticated fraud department that is constantly reviewing credit card authorizations and transactions for authenticity.  If you receive a telephone call from Bank of America, please do not be alarmed; they simply would like to discuss your recent transaction history.  The Bank should never ask for your full credit card number, but instead ask for your work address and phone number for verification purposes.  If it is determined that your P-Card has been compromised, you may cancel your card and have a new card reissued.  Please be sure to notify P-Card Services of this change.

If you have any questions or concerns, please contact our P-Card Coordinator, Seprona James at sjames@fa.ua.edu or 348-8645.

Chip & PIN

P-Card Services has been notified that several vendors in the Tuscaloosa area have recently upgraded their credit card processing equipment to the new Chip & PIN technology.  These vendors are now requiring the use of the PIN when paying with your Chip & PIN P-Card.  These vendors include, but are not limited to, Wal-Mart and Target.  This technology is not currently required by all vendors but will be in the coming months so please be prepared to enter your 4-digit PIN number at checkout.  For vendors who do not currently have the Chip & PIN technology, you may still pay for your items using the magnetic stripe on the back of the card.

For additional information or to retrieve a lost PIN, please visit the Chip & PIN Technology section of the P-Card Services website.

Disputed Transactions

Disputed transactions are a common occurrence among University cardholders.  Please remember that these disputes should be made by calling Bank of America (888.449.2273) directly using the phone number on the back of the card or contacting Seprona James in P-Card Services.  If these transactions are disputed in WORKS, they could get lost in all of the other disputed transactions, which may result in longer resolution times.