Toner Scam Alert

• April 28th, 2016
• in Alert, News

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

• April 12th, 2016
• in News

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.

Bento for Business Cards

• March 2nd, 2016
• in News

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

• March 2nd, 2016
• in News

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

• January 7th, 2016
• in News

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.

Important Deadlines for Year End

• August 31st, 2015
• in News

P-Card packets are normally due in P-Card Services by the end of the day on the 18^th of each month unless the 18^th falls on a weekend.  If this is the case, packets are due by the end of the day on the following Monday.

With year-end rapidly approaching, and all of the tasks associated with it that must be completed, the deadline for September P-Card packets has been extended to Monday, October 26^th.  All transactions with a purchase date of September 30th or before should be reconciled by Monday, October 12^th and will post to FY2015 funds.  Any transactions with an October 1^st or after purchase date should not be reconciled until October 15^th.

Timely Reconciliation

• July 7th, 2015
• in News

Completed P-card packets are due in the P-Card Services office by the end of the day on the 18th of each month. To ensure that your packet is completed and received by the due date, we recommend reconciling your charges throughout the month, not after the statement arrives. By doing so, this eliminates the rush to make any corrections for taxes paid, posting errors or fraudulent activity. Reconciling throughout the month will also ensure that your credit line is completely refreshed on the first day of the new cycle allowing you to continue making the purchases needed.

If you have any problems reconciling, please contact Seprona James.

Email us!

• June 4th, 2015
• in News

Did you know that P-Card Services now has a customer service email account?  Feel free to email any questions regarding packet due dates, allowable/prohibited items, limit increases or any other P-Card related questions you may have.  This email box will be reviewed throughout the day.

pcard@fa.ua.edu

Documenting P-Card Charges

• May 1st, 2015
• in News

Each purchasing card transaction must be documented appropriately to ensure the allowability of the expense.  This documentation consists of itemized receipts and business purpose statements.

Itemized receipts must clearly identify what was purchased and where the items were purchased, the date and quantity of purchase, and the cost of each item.  Examples of itemized receipts include invoices and packing receipts where the total listed matches the total charged.  Business purpose statements explain why the purchase was made and how the items further the mission and goals of the department.  Business purpose statements should be entered for each transaction.

Aramark/Bama Dining Charges

• April 6th, 2015
• in News

Several departments across campus use Aramark/Bama Dining for their catering needs. These expenses, if at all possible, should be paid for using the Purchasing Card. When reconciling these charges, you will need to complete an Entertainment Expense Form to be included with the P-Card documentation or provide the information within the form in the comments field. Itemized receipts are required for these purchases as well.