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.

P-Card Documentation

Receipts for P-Card charges come in various shapes and sizes, and each one contains different information. The most efficient receipts include the vendor name, date of purchase, each item that was purchased and the price of each item. Good examples of receipts are itemized packing slips, emailed receipts for online purchases, and cash register receipts from local vendors.

Receipts directly from BuyBama and other order confirmations that do not match the amount charged to the P-card should not be submitted with the packet. For additional information on this topic, please visit the Documentation Requirements section of the Purchasing Card Policy & Procedures found on the P-Card website.

Toner Scam Alert

Recently there have been several reports of toner scam phone calls. The calls come from 384-9000 which means that the caller ID has been blocked. The individual identifies himself as being with the corporate office and pressures the UA employee for a credit card number so he can process the order. This situation happens frequently as there are numerous companies that target the University trying to get departments to order toner from them. If you receive calls about ordering toner you should decline or refer them to Jana Weaver in the Purchasing Department. The companies that call are typically very persistent and will try to make it sound like they are our contract vendors or that you have placed an order with them previously. They will try any way they can to get you to order, including offering free samples that are not free. Please do not give your information to these companies.

If you have any questions or concerns please contact Jana Weaver by email or at 205-348-3954.

P-Card Reminders

P-Card Services would like to remind all cardholders and approving officials of the following information:

  1. In-State Travel
    • While traveling on official University business 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 the UA Travel Policy for additional guidance.
  2. Personal Meals while in Travel Status
    • While traveling on official University business outside of the state of Alabama, personal meals are not allowable on the P-Card.  These expenses are reimbursed at the actual cost of the meals including gratuities up to $45.00 per day without receipts or up to $75.00 per day with itemized receipts.  Business entertainment meals with a valid justification while in travel status are allowable on the P-Card.  Please refer to the UA Travel Policy for additional guidance.
  3. 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 additional guidance.
  4. Licensing Approval Forms
    • Trademark Licensing has determined that all purchases of items that bear University logos or insignia that refer to any University department or program now be reviewed and approved prior to purchase using the Licensing Approval Form. A copy of this form should be included when requesting temporary single purchase limit increases and with the completed P-Card packet.  We appreciate your assistance in making this transition go as smoothly as possible. If you have any questions please see the Trademark Licensing
  5. Chip & PIN Technology
    • For additional information on this new technology or to retrieve a lost PIN, please visit the Chip & PIN Technology section of the P-Card Services website.
  6. Procurement Services Drop Box
    • Procurement Services recently installed a new drop box in front of our office building, the South Lawn Office Building.  This mailbox-style drop off point is a secure way for you to leave p-card packets and travel vouchers for us.  We check this box at least twice a day, and more frequently on the due date, so you can rest assured that we will retrieve your dropped items promptly.

Please email our department if you have any questions, pcard@fa.ua.edu.

Relocation Expenses

Once again, it’s time for new faculty and staff to begin the journey of becoming an employee at The University of Alabama. This often brings with it several questions about relocation expenses which are paid at the discretion of the department. Given that these expenses are taxable to the individual, they should be paid through a Purchase Order or reimbursed through a Miscellaneous Disbursement Voucher. These expenses are not allowable on the P-Card.

Examples of relocation expenses include:

  • Airfare and lodging needed while on a house-hunting trip after the position has been accepted
  • Household moving, travel, lodging, and meals during the move
  • Pre-moving travel and lodging
  • Pre-moving meals
  • Temporary quarters

Please see the Relocation Information on the Purchasing Website and the UA Spending Policy for additional guidance.

Bento for Business Cards

It has recently come to the attention of P-Card Services that some areas of campus have received “Bento for Business” credit cards.  Please be aware that these cards are not approved by the University.  They are identified as a black credit card with an activation sticker on the front.  They are also advertised as a commercial card built just for small business.  If you receive one or more of these cards, please campus mail them to P-Card Services, Box 870130.

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 14th – 18th), these packets will be extended until the end of the day on Friday, March 25th. If you have any questions or concerns, please contact Brittany Burleson at bburleson@fa.ua.edu.

Licensing Approval Form

Trademark Licensing has determined that all purchases of items that bear University logos or insignia that refer to any University department or program now be reviewed and approved prior to purchase using the Licensing Approval Form. A copy of this form should be included when requesting temporary single purchase limit increases and with the completed P-Card packet.  We appreciate your assistance in making this transition go as smoothly as possible. If you have any questions please see the Trademark Licensing website.

Dollar General Tax Exemption

Certain local vendors require additional documentation to recognize The University of Alabama as being tax exempt.  The Tax Office has successfully obtained approval with Dollar General Corporation to recognize The University of Alabama for tax-exemption status within the State of Alabama.  You must have a copy of the Dollar General Tax Exemption form at the time of purchase in order to utilize this exemption.  For copies of this form  and additional P-Card related information, please visit the P-Card Services website.  If you have any additional tax exemption status questions, please contact the Tax Office.

Credit Card Data Compromises

In the technological world we currently live in, data compromises are happening more and more.  If you are notified by Bank of America that your University Purchasing Card is a part of a data compromise, your current P-Card will be canceled and a new account re-established.  All verified authorized and pending charges will transfer to the new card without any action on your part.  To ensure that there are no breaks in service, expedited delivery of your new card is available upon request.  Please notify P-Card Services of any card cancellations to ensure that your cardholder records are accurate and up-to-date.