Redacting P-Card Information

  • July 1st, 2020
  • in News

When completing a purchase form for a conference registration, subscription, or other purchases, you may have noticed that some vendors require you to enter your complete 16-digit p-card number, expiration date, CVV, and/or other personally identifying information. If this sensitive information falls into the wrong hands, it could be used to commit fraud.  To reduce this possibility, any sensitive information should be redacted (blacked out) after the purchase is completed and prior to uploading these documents into Concur. If you suspect that your p-card has been compromised, please contact P-Card Services immediately.

Card Expirations and Replacement Cards

  • June 3rd, 2020
  • in News

If you’ve noticed that your P-Card expiration date is nearing, you may have a few questions about how to minimize disruptions. P-Cards expire on the last day of the month listed on the front of the card. For new cards, the expiration date is the same month and three years in the future. Be sure to update this information with vendors to prevent your charges from being declined once your old card has expired. If you have any questions, please contact P-Card Services at pcard@ua.edu.

International Transaction Fees for P-Card Purchases

  • May 4th, 2020
  • in News

International Transaction Fees are a 1.2% fee that is charged by Visa in order to convert US dollars into another currency.  Regions Bank recently had a change in their card processor and has now begun charging these fees as a separate transaction instead of adding the fee to the original expense.  No documentation will be provided from Regions for these expense line items.  For fees under $75, documentation in Concur is not required by Procurement Services.  For fees over $75, please attach the original receipt as the documentation to satisfy the receipt requirement for purchases over $75.  If you have any questions, please contact P-Card Services at pcard@ua.edu.

P-Card Due Date Extension

  • April 13th, 2020
  • in News

Due to current work conditions, the due date for March P-Card transactions to be reconciled, approved, and received in Procurement Services has been extended to Thursday, April 30th at 5 pm. If circumstance persist, this deadline will be re-evaluated and adjusted as necessary. If you have any questions, please contact P-Card Services at pcard@ua.edu.

International Transaction Fees for P-Card Purchases

  • April 4th, 2020
  • in News

International Transaction Fees are a 1.2% fee that is charged by Visa in order to convert US dollars into another currency.  Regions Bank recently had a change in their card processor and has now begun charging these fees as a separate transaction instead of adding the fee to the original expense.  No documentation will be provided from Regions for these expense line items.  For fees under $75, documentation in Concur is not required by Procurement Services.  For fees over $75, please attach the original receipt as the documentation to satisfy the receipt requirement for purchases over $75.  If you have any questions, please contact P-Card Services at pcard@ua.edu.

COVID-19 P-Card Services Information and Best Practices

  • March 24th, 2020
  • in News
  • P-Card Limit Increases
    • Monthly and single purchase limit increases will still be processed on an as needed basis for essential purchases. Please send all requests to pcard@ua.edu.
  • P-Card Due Date
    • The normal due date for all travel and non-travel P-Card expenses is the 18th of the month. Since this date fell during UA’s Spring Break, the due date was extended until 5 pm on Wednesday, March 25th .
    • If transactions with a Post Date of February 29th or prior are not received in Procurement Services by 5 pm on Tuesday, March 31st, cards will be subject to card suspension on Wednesday morning, April 1st.

Spring Break P-Card Due Date Extension

  • March 2nd, 2020
  • in News

All P-Card transactions within the cycle period should be reconciled to a Concur expense report, approved by the Cardholder, Supervisory Approver and Budgetary Approver, and received in Procurement Services by 5 p.m. on the 18th day of the following month, unless the 18th falls on a weekend or holiday. If this is the case, expense reports are due by 5 p.m. on the next working day.

Due to the Spring Break holiday, the due date for February P-Card transactions to be reconciled and approved in Concur then received in Procurement Services has been extended to Wednesday, March 25th at 5 p.m. If you have any questions please contact P-Card Services.

P-Card Services Forms

  • February 3rd, 2020
  • in News

Do you need to complete an application for a new P-Card or request Concur access? Do you need to update your name or address on your existing card? Do you need to cancel a P-Card? If the answer to any of these questions is yes, then you can get the electronic process started by completing one of the forms on the P-Card Services website. This section also contains the Entertainment Expense Form and other useful information about various tax exemptions.

Travel Protection Package for P-Card Cardholders

  • January 9th, 2020
  • in News

All University of Alabama P-Card cardholders are eligible for Visa’s Travel Protection Package benefit.  The specific services listed below are designed to help in case of an emergency while traveling.

  • Emergency Message Service
  • Medical Referral Assistance
  • Legal Referral Assistance
  • Emergency Transportation Assistance
  • Emergency Ticket Replacement
  • Lost Luggage Locator Service
  • Emergency Translation Service
  • Prescription Assistance and Valuable Document Delivery Arrangements
  • Pre-Trip Assistance

For additional information on how these services can help you, please visit the Policies & References section of the P-Card Services website. To use these services, call the 24-hour Benefit Administrator at 1-800-VISA-911.  If you are outside the United States, call collect at 303-967-1096.

Missing Receipts

  • November 11th, 2019
  • in News

UA P-Card Policy and Procedures requires that each transaction charged to the P-Card that totals over $75.00 be represented by an itemized receipt or other acceptable form of documentation that verifies the date of purchase, the vendor name, each item purchased and price of each item. The itemized receipt requirement may be satisfied by providing one of the following:

  • Sales Receipt
  • Priced Packing Slip
  • Cash Register Receipt
  • Faxed Receipt
  • Emailed Receipt

If documentation has been lost or misplaced, contact the vendor for a duplicate copy. If a duplicate copy is impossible to obtain, a Missing Receipt Affidavit must be completed inside Concur and attached to the transaction. Please see the University’s Concur Website for additional information.