The UA Tax Office has recently worked directly with Target to ensure in-store and online purchases can be made without paying sales tax. You can find UA’s sales tax exemption form and specific instructions for making these purchases on the UA Tax Office Sales Tax Exemption webpage. Please feel free to contact P-Card Services with any questions at pcard@ua.edu.
All P-Card transactions (travel and non-travel) with a September 30, 2021 or prior Transaction/Purchase Date should be reconciled, approved, and received in Procurement Services by 5 p.m. on Thursday, October 7, 2021. To ensure that cardholders are complying with this deadline, cards with outstanding transactions from September 30, 2021 or prior will be suspended on Friday morning, October 8, 2021. If you have any issues meeting this deadline, please contact P-Card Services at pcard@ua.edu.
While your monthly credit limit resets each month, your budget is not updated to reflect each month’s transactions until they are completely through the approval process in Concur. Because of this, it’s best to reconcile your monthly charges as soon as possible after the last day of the month. The benefit is having a more accurate picture of your budget.
After reports are submitted, they work their way through an approval flow until they have been approved by Procurement Services. The first step in the approval flow is your supervisory approver, next is the budgetary approver, followed by approvers associated with FOAPALS, and any user-added approvers. After all of these approvals are complete, there is a final review by Procurement Services.
All charges from the previous month should be through the approval flow and to Procurement Services by the 18th of the current month. Cardholders should be aware of the approval flow to be sure that their reports are received by the due date. Please feel free to contact P-Card services with any questions at pcard@ua.edu.
Maximize your budget by making sure sales tax is not charged on University purchases that could be tax-exempt. When state funds are being used, purchases made within the state of Alabama and purchases that are shipped to a location within Alabama are exempt from sales tax. Discussing this with vendors before making purchases can save time and effort.
The Tax Office’s website is a great resource for information about when sales tax should and should not be applied. Additionally, you will find UA’s sales tax exemption form and instructions for making purchases with vendors who have specific requirements such as Target, Hobby Lobby and Dollar General.
Please feel free to contact P-Card Services with any questions at pcard@ua.edu.
When changing departments at UA, there are two quick steps to take in order to receive a new P-Card. You can begin this process by cancelling your current card. Once this is complete, a new application can be submitted. Visit the forms section of our website to find the forms associated with each of these processes. Please contact P-Card Services at pcard@ua.edu with any questions.
With the spring semester coming to an end, many faculty (and staff) will be taking leaves of absence over the summer. If the P-Card will be used by the cardholder to make purchases benefitting the University during this time, the charges will still need to be reconciled, submitted, and approved to meet the P-Card deadline. If the card will not be used by the cardholder, it would be a good idea to temporarily suspend the card so that no unauthorized expenses post to the card. If you have any specific situations you would like to discuss concerning card usage by employees out of the office on extended leave, or would like to have a card temporarily suspended, please email pcard@ua.edu.
Did you know that there are multiple ways to contact the P-Card Services team? Whether you need help with answering questions about Concur P-Card Non-Travel expense reports, card declines, card replacements, limit increases, or any other P-Card related topic, we are here to help you!
The first option is to email pcard@ua.edu. This departmental email address is received by all members of the P-Card Services Team to help ensure a timely response. When emailing, please be sure to include the question or problem along with the cardholders’ name. Please know that you do not need to include your full 16-digit credit card number when emailing.
The second option is the P-Card Customer Service telephone number: (205) 348-8645. This phone number is monitored from 8 am to 5pm Monday – Friday. Please be sure to leave a voicemail, if necessary, and let us know how we can assist you. We strive to answer all calls or return them as quickly as possible.
The third option is to reach out directly to one of our P-Card Services Staff members. This option is ideal, if you need to connect with the person that audits your Concur expense reports. Mac Hackney works with cardholders whose last name starts with A – L. Ashley Yarnell works with cardholders whose last name starts with M – Z.
All P-Card transactions (travel and non-travel) with a September 30, 2020, or prior Post Date should be reconciled, approved, and received in Procurement Services by 5 p.m. on Wednesday, October 7, 2020. To ensure that cardholders are complying with this deadline, cards with outstanding transactions from September 30 or prior will be suspended on Thursday morning, October 8, 2020. If you have any issues meeting this deadline, please contact P-Card Services at pcard@ua.edu.
Over the past several months, P-Card Services has been working on an electronic form for processing limit increases that should make the request process easier and faster for all involved. This form will allow the cardholder or delegate to attach and submit all required documentation in one place (invoice/quote, Branding & Licensing Form, approved Purchase & Payment Request Form, etc.). After the form is submitted it will first route to Purchasing for approval of off-contract purchases and will then route to the Supervisory and Budgetary approvers for review and approval (only one approval is required at this level).
Once all approvals are obtained, the form will route to P-Card Services for processing. Auto-generated emails will be sent throughout the process to keep everyone involved updated on the status of the request. As of October 1st, p-card limit increases should be submitted using the new electronic Limit Increase Request Form. Please email pcard@ua.edu with any questions.
In the coming weeks, P-Card Services will begin a slow rollout of a new electronic Limit Increase Request Form. This electronic form will take the place of the current email process for requesting single purchase limit increases, monthly limit increases or single and monthly limit increases. The form will include the Purchasing department for off-contract purchase review and approval and will automatically route to the cardholder’s Supervisory and Budgetary Approvers. After all approvals are obtained, the form will route to P-Card Services for processing. Auto-generated emails will be sent throughout the process to keep everyone involved updated on the status of the request. The idea behind this form is to make the limit increase request process easier and faster for everyone involved. If you have any questions, please contact P-Card Services at pcard@ua.edu.
