Limit Increase Requests

We know that time is often of the essence when you are making purchases with your P-Card. Our goal is to process increases as quickly as possible, but sometimes temporary limit increases can take up to an hour to process. Here are a few tips to expedite limit increase requests:

  • Make sure you have included all basic information, such as which employee’s card will need an increase. If an employee has more than one card, please include the last four digits of the card that will be used.
  • Provide a time period for temporary limit increases. Single purchase limits are open for up to 3 days, so please let us know when the vendor will run your card. Monthly limit increases typically last through the end of the month.
  • Limit increases must be approved by your supervisory or budgetary approver. We cannot process your increase until it is approved. For single purchase limit increases, a quote or invoice should be included with your request.
  • To expedite single purchase limit increases from noncontract vendors, please include approval from a UA buyer. If you have obtained a licensing form for this purchase, please include that form with your request.
  • Please send all limit increase requests to pcard@fa.ua.edu for the fastest service.
  • If you are making a purchase through BuyBama, there is no need to contact us about an increase. We will process the increase as a part of the BuyBama approval process.

Thank you for your cooperation, and happy spending!

Checking Available Funds for Regions P-Cards

The fastest way to find out the available funds on your new Regions p-card is to call the number listed on the back of your card (888-934-1087). This is an automated process so you will need to follow the prompts. Select option 1 for General Card Information, then enter your 16-digit card number. Next, you will be asked for your four-digit access code. This is the last 4 digits of your CWID. To hear your available credit limit and total credit limit on your card, press 2. After hearing your available balance, if you are in need of a monthly or single purchase limit increase, please email pcard@fa.ua.edu.

Regions P-Cards

The transition to Concur has brought many changes for all departments. One major change has been the issuance of the new Regions p-cards to current and new cardholders. These cards are sent out as quickly as possible by P-Card Services, but due to the volume of new card orders and the number of individuals training near deadlines, there is a slight delay. To ensure that your card is indeed sent out in a timely fashion, please verify that you have completed all required trainings. This includes two online courses that are found in Skillport: P-Card Policies & Procedures for all new plastic cardholders only and Concur training. If you have any questions concerning the training requirements, please email P-Card Services at pcard@fa.ua.edu.

Travel Only P-Cards

With the implementation of Concur, several departments are considering ordering cards for their faculty and staff. We have several options with these cards, but the most popular is a “Travel Only” card. This type of card can only be used with vendors that have a travel merchant category code associated with their business. Airfare, lodging, taxis/uber, shuttle services, baggage fees and most parking garages have travel MCCs. Examples of travel costs typically declined due to this restriction would be conference registration fees and parking charges with vendors who do not have a travel MCC. This “Travel Only” restriction can be lifted with an email from the cardholder’s Supervisory Approver or Budgetary Approver. These requests, along with any other questions concerning this topic, should be emailed to P-Card Services at pcard@fa.ua.edu.

P-Card Transitions to Regions Credit Cards

P-Card Services is currently in the process of transitioning from Bank of America credit cards to Regions credit cards. All cardholders should continue using their Bank of America p-card until their department is contacted to complete Concur training. Once training has been completed, P-Card Services will issue Regions cards within 3 to 5 business days. If you have any questions, please contact Brittany Burleson at pcard@fa.ua.edu.

Becoming a Cardholder

To become a P-Card accountholder the individual applicant must be employed by the University of Alabama. The applicant’s request for a Purchasing Card must be approved by his/her Department Chair, Dean, or Area Budget Manager. The Purchasing Card Application must be completed, appropriate approval signature acquired and submitted to the P-Card Services at Box 870130 for processing. Each cardholder must complete the P-Card training session and sign a Cardholder Agreement prior to having the card activated. Cardholders are expected to review and understand all University Policies prior to use.

If you have any additional questions on becoming a new cardholder, please contact P-Card Services at pcard@fa.ua.edu.

Looking for Information on Concur?

ConcurProcurement Services has put together a UA Concur website to provide helpful information to campus users regarding Concur, our new travel and expense management system. Concur will be our primary system for making travel reservations, reconciling non-travel P-Card transactions, submitting travel expense reports (including travel P-Card transactions), processing payments for non-UA individuals and payment of vendor invoices. The website includes user guides for the four Concur Modules – Request, Expense, Invoice and Travel – as well as helpful information on setting up and accessing several mobile apps that can be used in conjunction with the web-based system. The site can be accessed directly or from the Accounts Payable and P-Card Services homepages.

Deadline Extended

Completed P-Card packets are normally due in the P-Card Services office by the end of the day on the 18th of each month. Since the due date for February packets, March 18th, falls on the Saturday just after UA’s Spring Break (March 13th – 17th), these packets will be extended until the end of the day on Monday, March 27th. If you have any questions or concerns, please email P-Card Services at pcard@fa.ua.edu.

Missing or Lost Bank of America P-Card Statement

With the day to day shuffle, there are often times when you may misplace, lose or not receive your Bank of America statement. The University’s P-Card statement cycle ends on the 27th of each month so you should expect to receive your statement by the 5th of the following month. Should you not receive your statement by this time, P-Card Services can provide you with a copy of your statement to include with the packet. While providing you with a copy of your most recent statement, our office will also verify that we have your correct campus mailing address on file to ensure that you receive your future statements in a timely manner. Please feel free to contact our office at pcard@fa.ua.edu for a copy of your recent statement or if you have any additional questions. As always, it is our goal to ensure that we provide excellent and prompt customer service to all Cardholders campus wide.

P-Card Updates

P-Card Services is pleased to announce that, in conjunction with the implementation of Concur, the P-Card Policy and Procedures and P-Card Compliance Policy have been updated to reflect changes in the UA Travel and UA Spending policies.  These updates are effective immediately.  It is important to note that as Accounts Payable moves toward reimbursing UA employees using GSA per diems for personal meals and incidental expenses, these types of expenses should not be charged to a University p-card.  This includes, but is not limited to, any personal meals or expenses charged to a hotel folio.

 

If you have any questions or would like a summary of new point totals per cardholder, please email P-Card Services at pcard@fa.ua.edu.