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.

P-Card Due Date Extended

As you may know, Procurement Services will begin relocating offices on Tuesday, January 17th.  Due to this move, the due date for December p-card packets has been extended to Friday, January 20th.  The Box Number for P-Card Services will remain 870130 so you may continue campus mailing your packets to our department.  If you need to hand-deliver a packet, please be sure to deliver it to our new location on the Partlow Campus (1500 Flint River Drive).  If you are not familiar with this location, please visit the Procurement website for more details.

buyBAMA Orders Paid with P-Card

When placing orders through buyBAMA that are over $4,999.99 and paid with the University purchasing card, it is important to include the following information in the Internal Notes section of the Checkout tab:

  • Business purpose explanation, as necessary
  • First and last name of the cardholder
  • Last 4 digits of the card being used

The internal notes may be viewed only by the Approver, the Purchasing Department and P-Card Services. Providing the requested information when placing the order will expedite the single purchase limit increase process. If you have any questions about increasing p-card limits needed for buyBAMA orders, please contact P-Card Services at pcard@fa.ua.edu.

New P-Card Application

Purchasing Card Services has recently updated the P-Card Application to reflect new information needed by our card provider. This information is confidential and will not be shared with anyone other than the financial institution. Please be sure to submit this new form when requesting a P-card to expedite the ordering process.

P-Card Reissuance after Data Compromise

Bank of America has recently improved their corporate card reissue process when cardholders are impacted by third-party data compromises.  You will now be able to safely continue using your current card while waiting for your replacement card to arrive.  If your card needs to be replaced, you will receive a notification along with your card explaining why the card was reissued and the date the current card will deactivate.

It is important to note the following:

  • Your current card will deactivate 30 days after your replacement card is issued.
  • Your PIN number will remain the same.  A new PIN mailer will be sent to remind you of your current number and might be received before the card.
  • The new card will need to be activated (1-844-861-4373) upon receipt and the old card destroyed.

If you have any questions, please contact P-Card Services via email at pcard@fa.ua.edu.