Purchasing Card

Procurement & Contracting Services is proud to bring you a convenient, safe way to make small dollar purchases and monitor your expenditures. The Purchasing Card (PCard) eliminates, as much as possible, the need for purchase orders and direct reimbursements by allowing designated staff and faculty to make purchases with a University credit card.
Provided by:

 To view the Purchasing Card informational video (approx. 70 seconds) click here.

News

11/2/17  Phishing email has been reported  (Dear Chase Customer).   

Please Contact the PCard Office 626-9091 if you receive any email from JPMorgan Chase - DO NOT CLICK ANY LINK

11/01/17 News:  In response to the new 1.5% international fee that is being assessed on PCard transactions with foreign merchants, the Financial Services Office (FSO) has created a new object code.   The new code, 5535 - Purchasing Card Fees, is necessary to track these nontaxable PCard fees.  Currently, these nontaxable fees are being included in the original transaction purchase total and a GEC is required to properly record these fees separately.  The creation of the new object code will allow campus to implement this separation at the time the transaction is processed.

5535 - Purchasing Card Fees: To be used on processing fees associated with purchases made using a PCard, such as international fees and vendor processing.  Fees are not subject to sales and use tax.  NOTE: This object code is NOT to be used for any non-PCard related fees.

 Please contact Financial Compliance (compliance@fso.arizona.edu) at 520-621-9097 or your fund accountant with any questions.

Quick Tips

Update Monday 10/2/17 Non-Chip/Pin PCard transactional attempts will receive declines by the bank. Please contact the PCard Main Office 626-9091 if any cardholders or responsible cardholders have any issues activating the Chip/Pin PCards.

Liaisons be sure the Chip/Pin PCards are distributed to your cardholders, and that these Individual cardholders/responsible cardholders on Dept. PCards activate & establish pins on these PCards by 9/27/17.  Old plastic needs to be destroyed after activation has occurred.  If cardholders has any trouble with activation contact the PCard Office 626-9091.

9/15/17 

  • Update on PCard Chip/Pin Release -   The PCard Office will be reaching out to Dept. PCard Liaisons and delivering bulk releases directly to department Liaisons. * update 9/25/17: All Chip/Pin PCards were distributed to departmental PCard Liaisons
  • International Transaction Fee have been incorporated into the International purchases transaction total. To see if Merchant is from outside U.S.A. click on vendor name in the edoc.

8/8/17  PCARD LIAISONS: After the close of each fiscal year, Financial Compliance performs a review of Procurement Card transactions (PCDOs) that do not contain the supporting documentation for the expenditure. In an effort to improve this process, we are requesting that all documents for FY17 (Statement Months from July 2016-June 2017) must be turned in no later than August 10, 2017. Timely submission of the documentation will reduce additional request emails and/or prevent holds on PCards.

We highly recommend a transmittal form be included with each statement month to receive confirmation. Original itemized receipts/invoices should be forwarded to the following:

Campus Mail:
FSO-Operations
USB PO BOX 210158 Room 402 

USPS Mailing address:
FSO-Operations
1303 E University., Box 5
Tucson AZ 85719-0521

Physical location for delivery:
FSO-Operations
University Services Building
888 N. Euclid Room 402

If you have any questions please contact Financial Compliance at 621-9097.

8/3/17 2017 PCard Summer School Survey

Registration for PCard Summer School for Reconcilers and PCard Liaisons on 8/2/17 is now closed.

7/25/17 New Enhancement to the PCard Program Please refer to PCard Policy 6.3 Hotel Enhancement. For additional information please contact the PCard Office at 520-626-9091.

7/25/17 New Single Transaction Limit of $10,000 is now available. Note: It is recommended that only increases be requested for cardholders that will have a consistent need for an increased limit. It is recommended that the lowest limit practical be set to minimize risk. Temporary increases are available as options. Please contact the PCard Office for more information 520-626-9091.

7/14/17  PCard Summer School August 2, 2017 for Liaisons and Reconciler

  • Please review the 2017 PCard Summer School Agenda and have selections ready when calling to register.
  • Registration is now open! Call the PCard Office 520-626-9091 to register: 7/14/17 through 7/24/17.  Registration has been Extended until 7/25/17
  • Due to volume of calls, if you reach a recording, please leave the following information
    your name, phone #, department #, role: Liaison or Reconciler, and the corresponding sessions codes for each time slot.
  • Notification of registration will be sent.

FY18 Purchasing Card JPMorgan Chase Statement Cycles:
Use Post Date as Search Criteria

  • 06/07/17  to 07/06/17  Crossover cycle June/July
  • 07/07/17  to 08/07/17
  • 08/08/17  to 09/06/17
  • 09/07/17  to 10/06/17
  • 10/07/17  to 11/06/17
  • 11/07/17  to 12/06/17
  • 12/07/17  to 01/08/18
    additional dates will be calculated out

 

7/6/17 FYE Information related to PCDO's

  • July 10, 2017 - Monday All PCard transactions with June Post Dates must be finalized by 5pm July 10th or they will be auto-approved. These PCard transactions will post to Period 13.

6/14/17  PCDO’s with Edoc Create Date of 6/14/17 will be routed this evening, and will appear in Action Lists for Reconcilers on 6/15/17. Contact the PCard Office at 626-9091 with any questions.

6/6/17 Fiscal Year End PCDO’s 

PCard Transactions can post in the banking system several days after the transaction is actually made/PCard swiped. When making purchases near Fiscal Year End, keep in mind that PCard Transactions  MUST have a POST DATE of 6/30/17 or earlier to be considered FY17.

If you have any questions concerning PCard transactions, please contact PCard Customer Service 626-9091.

5/30/17   PCard Liaisons & Reconcilers -  PCard Summer School Save the Date August 2, 2017 more info. to follow.

5/26/17    The PCares Transactional Auto-approval date has been extended to cover Monday 5/29/17.

5/17/17  UAF PCard "Card" Status -  A technical issue has been identified on PCard - status reflecting incorrectly in UAF (view only error, PCards status are correct in banking system). This technical issue mapper issue that is being resolved with JPMorgan Chase.  In the interim any questions/inquiries on status of a PCards should be directed to the Main PCard Office 520-626-9091.  Please note these status (view only) will also be incorrectly reflected in UAccess Analytics until technical issue is resolved. 

Starting with Post Date 4/13/17 due to a banking processor conversion - purchases to an international merchant will have an additional PCDO transaction come through as Merchant Name: International Transaction  this is a 1.5% fee.  * Be sure to mark this as Tax Exempt.  In Edoc Notes/attachments notate/cross-reference original Edoc #, also add this  (International Transaction) edoc # to original receipt. Contact the PCard Office at 520-626-9091 with any questions.  (Transaction Date will be the same for both the international merchant transactions and the international transactional fee)

*PCards that had information in the Middle Initial Field that contained more than one character - pre-conversion of processor - have been updated to single a Character field. Please contact the PCard Office with any questions. Card Names are viewable in UAF PCDH look up.

*Any replacements PCards, renewal PCards, or Newly ordered PCards - after 3/20/17 will come with chip & pin information. Please contact the main PCard Office with any questions 626-9091

3/21/17  UAF Monthly # of Transactions on PCard Profiles reflect "0" this is a known issue and resolution is in process. Please do no hesitate to contact the PCard Office with any questions

Due to a Processor change at bank, there is no longer a delineation between Cardholder Billing Address and Statement Address. Cardholder Billing Address is address statement will be mailed to. However, you can utilize the PCard Report in UAccess Analytics in lieu of a statement.

3/20/17 Individual Liability Cards - If you have any issues with making payments to JPMorgan Chase please contact the PCard Office immediately 626-9091

If any PCards have a temp. hold placed on them by bank - during 3/17/17 -3/19/17 and they are traveling on UA Business during this time -the cardholder needs to contact JPMorgan Chase at the number listed on the back of the PCard to have hold released.   

If any PCards that have a temp. hold placed on them by bank - during 3/17/17 -3/19/17 and they are NOT traveling on UA Business during this time -notify the PCard Office immediately at 626-9091 Note: Holds will be released on Monday 3/20/17 due to banking processor conversion.   

PCard Quick Tips (Tri-fold)  Helpful hints for looking up PCard Information and PCard Reports

PCard Summer School August 4, 2016 (Liaisons & Reconcilers)
Thank you to all the Reconcilers and PCard Liaisons that attended our 2016 PCard Summer School.
 

FY17 Purchasing Card JPMorgan Chase Statement Cycles:
Use Post Date as Search Criteria

  • 07/07/16 - 08/05/16
  • 08/06/16 - 09/06/16
  • 09/07/16 - 10/06/16
  • 10/07/16 - 11/07/16
  • 11/08/16 - 12/06/16
  • 12/07/16 - 01/06/17
  • 01/07/17 - 02/06/17
  • 02/07/17 - 03/06/17
  • 03/07/17 - 04/06/17

update * remaining FY

  • 4/7/17  to 5/8/17
  • 5/9/17  to 6/6/17
  • 6/7/17  to 7/6/17

PCard Classes - Check for dates available for registration in UAccess Learning:

  • PCard Policy Prep Class
  • PCard Liaison and Reconciler Quick Tips Class
  • PCard Policy & Exam -   Self Paced Review of Policies and Exam

Hint for finding classes in UAccess Learning: > Find Learning (Use "PCard" in Search)

PCard Liaisons can also reach out to us at 626-9091 to schedule on-site training for a group
Note: These can be customized for cardholders (Refresher Trainings) and or Reconcilers.
PCard Administration also performs outreach to Departments to help with; reviewing limits, # of cards, enhancement, etc., for optimizing program for each respective unit.

FY16 Purchasing Card JPMorgan Chase Statement Cycles:

  • 7/7/15 -    8/6/15
  • 8/7/15  -   9/8/15
  • 9/9/15 –   10/6/15  
  • 10/7/15 – 11/6/15
  • 11/7/15 – 12/7/15
  • 12/8/15 – 1/6/16
  • 1/7/16 –   2/5/16
  • 2/7/16 –   3/7/16
  • 3/8/16 –   4/6/16
  • 4/7/16 –   5/6/16
  • 5/7/16 –   6/6/16
  • 6/7/16 –  7/6/16

Campus PCard Application and PCard Transfer Checklist  Use this to assist in preparation of PCard Applications and PCard Transfers

Standard MCC Code Listing for PCards:

  • 951 (Basic PCard)
  • 954 (PCard Plus Enhancement)
  • 957 (PCard Travel Enhancement)

If your PCard has been lost or stolen, or you see a fraudulent transaction in UAccess Financials contact the PCard Office immediately. If you are unable to reach a PCard staff member directly and/or it is after hours or on the weekend - Contact JP Morgan Chase Customer Services at 800-270-7760 for assistance (do not just leave a message for the PCard Office). Please be sure to follow up with PCard Office providing all of the details including what action was taken by JP Morgan Chase.

Reminders:

  • Liaisons are required to submit PCard Delete forms on individual PCards for terminating/retiring cardholders, and Transfer forms on Department PCards when the responsible cardholder terminates/retires.  
  • Reconciler Workgroup forms are to be submitted by Liaison when a Reconciler Terminates/Retires. 
  • If a PCard has PCard Plus - and is being used at an event held at a restaurant in a Hotel i.e. Starr Pass, Marriott, Arizona Inn -PCard Administration must be contacted prior to the event to lift the block.
  • Important Reminder: when activating a PCard DO NOT enter last 4 digits of SS#, use EMPLID.

UAccess Financials:  Purchasing Card Reconciliation and Fiscal Officer Approval Supplemental Information

Tutorials/Support: UPK Tutorials, UAnswers, SuperUsers, Unit Implementation Leaders, 24/7

A wallet size PCard general guidelines card with excerpts of Purchases Allowed and Not Allowed (pdf) can be printed.

Purchasing Card Contact Information

Customer Service: Phone: 626-9091 Fax: 621-1245

Purchasing Card Staff

Karen Brookbanks

Karen Brookbanks

Karen Brookbanks, C.P.M., CPCP, CPPB
Manager, PCard Programs
kbrook@email.arizona.edu
Phone: 621-3288
Fax: 621-1245

Paul Riggs

Paul Riggs

Paul Riggs
Program Coordinator
paulr15@email.arizona.edu
Phone: 621-5932
Fax: 621-1245

Nick Dugan

Nick Dugan

Nick Dugan
Program Coordinator
cfdugan@email.arizona.edu
Phone: 621-3099
Fax: 621-1245

Wendy Isner

Wendy Isner

Wendy Isner
Office Specialist, Sr.
wdi@email.arizona.edu
Phone: 626-9091
Fax: 621-1245

Location and Business Hours

PCard Office is located in the University Services Annex Building, on the 5th Floor, at the corner of 6th St. and Main (MAP). Our business hours are Monday through Friday 8 a.m. - 5 p.m. (PCard pick-up 8 a.m - 4 p.m. Closed during lunch from 12 p.m. - 1 p.m.)

Mailing Addresses

Please do not use our physical address for regular US Mail.

Campus Mail   US Mail   Federal Express, UPS, etc
Procurement and Contracting Services
Purchasing Card Office
USA Building
Campus 210300
  The University of Arizona
Purchasing Card Office
USA Bldg. 300A, 5th Floor
Box 210300A
Tucson, AZ 85721
  The University of Arizona
Purchasing Card Office, 5th Floor
220 W 6th Street
Tucson, AZ 85701
JP Morgan Chase

Customer Service: 1-800-270-7760

Dispute Department (Contact UA PCard Office Prior to initiation of any dispute 520.626.9091)