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.

Amazon.com Purchases

Amazon will begin charging sales tax on all orders placed through their website on November 1st.   The Tax Office has created the a set of instructions that will aid in setting up tax-exempt status through individual/departmental Amazon accounts.

This information can be found on the Tax Office website and in the Forms section of the P-Card Services website.  If you have any questions, please contact Casey Jones at cvjones@fa.ua.edu.

FY2016 Year-End

All P-card transactions that have posted in WORKS with a Purchase Date of September 30 or prior should be reconciled by October 10th and will post to FY2016. Do not reconcile any transactions with an October 1st or after Purchase Date prior to October 15th. The deadline for turning in September P-card packets will be extended to October 25th.

AirBnB and VRBO Purchases

AirBnB and VRBO are gaining in popularity as ways to utilize housing accommodations while traveling on behalf of the University. Prior to booking with either of these vendors, Risk Management needs to review the following information to ensure the safety of all UA employees, students and guests:

  • The address of the property
  • Total number of days needed
  • Total number of occupants
  • Whether the building has fire sprinklers
  • If there are 5 stories or more
  • Property ratings – Ideally this would be 4 out of 5 stars or at least an 80% positive customer feedback rating

If the property is approved through Risk Management, then Contract Management in the Procurement Services area will need to review any contracts or agreements that contain any terms and/or conditions for the rental. After all approvals are obtained, you may use a University Purchasing Card as a form of payment. If a monthly or single purchase limit increase is needed, please contact Seprona James.

buyBAMA Catalog Orders over $4,999.99

For buyBAMA catalog orders that total over $4,999.99, it is necessary to enter the following information in the Internal Notes section on the Checkout tab.  This will help expedite the processing of the P-Card single purchase limit through the approval workflow.

  • Cardholder name
  • Last 4 digits of the card number
  • Business purpose explanation

Once the Requester completes the Checkout tab, the order will be routed through the approval queue and then returned to the order originator for the credit card information to be entered.  If you have any additional questions about buyBAMA, please email buybama@fa.ua.edu.

TSA Pre✓®

The costs associated with TSA Pre-Check service are not allowable on state funds (Chart A). Payment via P-Card, or personal credit/debit card seeking reimbursement, may be made only if approval is obtained to charge the expense to foundation funds. If you have any questions, please feel free to contact P-Card Services or Accounts Payable.

Uber

Uber, an on-demand ride-sharing service, is gaining popularity and momentum across the U.S. as an alternative to traditional taxi services. If you are traveling to a city were Uber operates, you can simply use the Uber App (available for iOS, Android, Windows and Blackberry devices) to request a ride and pay for your ride using a credit/debit card.

Before using this service, an Uber account will need to be created. If traveling for University business and paying for this service using your P-Card or seeking reimbursement through a Travel Voucher, you should create a Business Profile. To do so, select “Settings” then select “Profiles” within the app. When you create a business profile, you’ll be prompted to associate a business email address and credit card. Trips taken on your business profile default to this credit card, and all trip receipts are sent to your business email. These receipts will need to be included with the p-card packet or reimbursement request.

Please note that Uber fares are based on supply and demand and are typically more cost-effective than taxis, but not during peak or high-activity times. If you have any questions, please feel free to contact P-Card Services or Accounts Payable.

Sam’s Club Purchases

Sam’s Club has recently started accepting Visa credit cards as a payment method. As such, Accounts Payable will no longer provide Wal-mart Credit Cards for Sam’s Club Purchases. Departments should now use a University P-Card for these purchases. As a reminder, the UA Membership with Sam’s Club is intended for departments to purchase food items. Non-food items require pre-approval by a buyer in the Purchasing Department.

Departments should continue to pick up the Sam’s Club UA Membership Card from the front desk of Procurement Services in the South Lawn Office Building at 1101 Jackson Avenue, Suite 3000, Tuscaloosa, AL 35401 between the hours of 8:00 -12:00 and 1:00 – 4:30. The membership card must be returned to Procurement Services within 48 hours of checking out. For more information, please see the Sam’s Club Purchases webpage.

Please be aware that Sam’s Club may require your assigned PIN number. Please see the P-Card website for more on how to use your PIN number.