The Purchasing Card may be used wherever Visa is accepted, following University Purchasing policy and procedures. This convenient purchasing tool may be used directly at a storefront or for orders via the phone, fax or online. Suggested uses include operating supplies, lab equipment, computer equipment, conference registration fees, professional memberships and dues; as well as non-contracted services such as cellphone bills and equipment repair. The Purchasing Card is to be used for University of Arizona business only, not for personal use. All transactions made using the Purchasing Card must benefit and support the University’s mission of education, research and public service. Fraudulent or intentional misuse of the card will result in cancellation of the card and/or possible criminal charges.
This wallet sized card provides a partial list of allowable and unallowable purchases on the PCard.
In accordance with the University of Arizona policy for the Misuse of University Assets, the following guidelines have been established for reporting misuse specifically through the Purchasing Card program.
Suspected misuse of University assets through the Purchasing Card Program should immediately be reported to the Purchasing Card Administrator, or Purchasing Director.
The Purchasing designate who receives the notification will in turn contact the Senior Vice President for Business Affairs, as well as the credit card bank, JPMorgan Chase, to initiate a claim in the Visa Liability Waiver Program if applicable.
Following the University of Arizona Misuse of Assets policy, the Senior VP for Business Affairs will determine the appropriate course of action, which may include an investigation by Internal Audit, and/or the University Police Department.
These guidelines are established for reporting University Employee Misuse of a University Purchasing Card, and do not apply to non-employee fraud, such as lost/stolen cards. Non-employee fraud (external fraud) should continue to be reported to the PCard Administrator and the credit card bank, JPMorgan Chase 800-270-7760.
Pyramiding, or fragmenting, is making a purchase greater than $5,000 and paying for the item(s) in separate payments of less than $5,000 over an interval of time. Individual purchases to any merchant may not exceed $5,000. Intentional fragmenting of a purchase to avoid the solicitation process will result in cancellation of the PCard and (in addition to any other disciplinary action) may result in civil or criminal penalties. For more information, refer to Purchasing Policy 1.2 General Acquisition and Violation Procedures.
- The University of Arizona Individual Purchasing Card is a JP Morgan Chase Visa card issued to an individual employee. The Department name appears on the card under the cardholder name for reference. Individual Purchasing Cards are nontransferable and non-assignable and remain the property of the University of Arizona and JPMorgan Chase.
- The University of Arizona Departmental Purchasing Card is a JPMorgan Chase Visa card issued to a University department. The University’s name appears on the card under the Department name for reference. Departmental Purchasing Cards are transferable and assignable by submission of proper paperwork to the PCard Office and remain the property of the University of Arizona and JP Morgan Chase.
- Each Purchasing Card is assigned an issuing home department default UAccess Financial account number and the default object code of 5490. The UAccess Financial account number and object code may be changed at any time during reconciliation and Fiscal Officer approval process. To change or split fund an account number or to change an object code on a single transaction, the cardholder must notify their reconciler when documentation is handed in for each transaction.
- Purchasing offers Enhancements to the basic Purchasing Card Program for Individual or Departmental PCards: Travel Enhancement Program and the PCard Plus Program. Each PCard may be set up with a combination of these programs. To add these enhancements to existing cards a PCard Exam on file with a date of Oct. 2011 or later is required.
Policy Restrictions by Program:
|Expenditure Category||PCard||Travel Enhancement Option||PCard Plus Enhancement Option|
|Alcohol||Not Allowed||Not Allowed||Not Allowed|
|Airfare / Primary Mode Transportation||Not Allowed||Allowable (4)||Not Allowed|
|Animals (6)||Not Allowed||Not Allowed||Not Allowed|
|Business Meetings / Business Entertainment||Not Allowed||Not Allowed||Allowable|
|Cash advances / Wire transfers / Money orders||Not Allowed||Not Allowed||Not Allowed|
|Conflict of Interest Vendors (pdf)||Not Allowed||Not Allowed||Not Allowed|
|eBay or PayPal (if used in conjunction with eBay)||Allowable (1)||Not Applicable||Not Applicable|
|Employee Service & Achievement Awards||Not Allowed||Not Allowed||Allowable|
|Firearms or ammunition||Not Allowed||Not Allowed||Not Allowed|
|Flowers as Decorations/ Decorations||Not Allowed||Not Allowed||Allowable (2)|
|Food||Restricted (3)||Not Allowed||Allowable|
|Foreign Visitors (Non-Resident Alien)(Payments to or on behalf of a foreign visitor; including travel related expenditures such as airfare, shuttle, train, etc.)||Not Allowed||Not Allowed||Not Allowed|
|Gifts / Donations||Not Allowed||Not Allowed||Not Allowed|
|Hazardous Materials (Hazardous materials are defined as radioactive materials, compressed gas, bulk ethyl alcohol, DEA licensed materials, including prescription drugs and all chemical purchases of acids, bases, flammables (organic solvents, alcohols, etc.), explosives and toxic chemicals of any kind.||Not Allowed||Not Allowed||Not Allowed|
|Hotels||Not Allowed||Not Allowed||Not Allowed|
|Payments to Individuals Refer to FSO Policy 9.12||Not Allowed||Not Allowed||Not Allowed|
|Medical Services (Medical Services are defined as expenses related to medical care or services.)||Not Allowed||Not Allowed||Not Allowed|
|Pre-paid Cards including Gift Cards and Phone Cards||Not Allowed||Not Allowed||Not Allowed|
|Purchases over $5,000||Not Allowed||Not Allowed||Not Allowed|
|Relocation / Moving Expenses for Employees||Not Allowed||Not Allowed||Not Allowed|
|Rental Vehicles/Gasoline||Not Allowed||Allowable (5)||Not Allowed|
|(1) Purchasing cardholder must identify the seller on eBay before making a purchase through eBay or PayPal (if used in conjunction with eBay). Seller info must be printed from eBay or PayPal if complete, or an email response from seller, which includes: full name and complete address (including state / country) must be printed and attached to the itemized invoice. Purchasing cardholder agrees to review the “seller information page” in eBay before making a purchase. If the seller information page reflects a negative / problem seller, or if the seller refuses to identify the necessary information required, the cardholder agrees NOT to bid on or purchase the item(s) in question|
|(2) Flowers as Decorations / Decorations are restricted where no business is conducted nor business objectives present, (for example, a life event such as a birthday or memorial service, a holiday related party or employee social function).|
|(3) Food for research, animal feed, water for research, food for patients (i.e. snacks for patients after blood draws); food for training (nutritional research or classroom use) is currently allowed on the PCard without the PCard Plus Enhancement Option.|
|(4) Airfare and Primary transportation (shuttle, bus, train, and taxi) may be purchased for employees or on behalf of non-employee; non-employee being defined as a seminar / conference speaker, visiting expert, an unpaid employee, a candidate being interviewed for an open position (recruitment) or a student. Non-employees must be a US Citizen or permanent US resident (Green card holder) and not a foreign visitor (non-resident alien) to use the PCard.|
|(5) Purchasing Rental vehicles or gasoline on behalf of a non-employee is Not allowed; Purchasing gasoline for a personal vehicle is Not allowed on the PCard; even if used while on University Business.|
|(6) Animal is a Vertebrate. Including: Fish, Reptiles and Amphibians. Animals require a protocol.|
In order to participate in the University of Arizona Purchasing Card program, each department/unit must be able to give "yes" answers to the following questions:
- Will your unit be able to ensure that rules and regulations governing the use and protection of the Purchasing Card will be followed? These concerns stem from the fact that the Purchasing Card is not a personal credit card, thus is not protected from fraudulent use in case of loss or theft or misappropriation of the account number unless JP Morgan Chase is notified by the end of the month following the month in which fraudulent charges occurred on an Individual PCard. Department PCards do not carry Fraud protection through JPMorgan Chase.
- Will your Department Head or equivalent administrator empower one of your employees to act as a Purchasing Card Liaison for purposes of reporting Purchasing Card policy violations or any other misuse of the card? This employee will need top level authorization and on-going support.
- Will the Department Head take immediate, appropriate action upon learning of card misuse? Cards can be suspended temporarily, individual and monthly purchase limits can be lowered, or cards can be canceled, based on the degree of misuse. Notify the Program Administrator immediately.
- Do you have staff that can provide prompt, reliable reconciliation and approval of Purchasing Card transactions? Both Reconcilers and Fiscal Officers should be identified within your unit. NOTE: Reconcilers may be cardholders, but cannot reconcile their own transactions or Dept. PCard that they are the responsible cardholder on.
- Will your department be able to establish a system for handling and archiving purchase documentation, including order forms, receipts, invoices, packing lists, etc.? Note: The department is solely responsible for maintaining detailed documentation for audit purposes.
When your unit meets the criteria described above, here are the steps for getting started. (If your unit wants to participate even though it does not have sufficient staff to provide for a Reconciler, an Approver and backups for them, contact the Purchasing Card Program Administrator).
|Step 1||Submit a New Department Application. This includes determining who the Liaison between your cardholders and the PCard Program Department will be. The Department Head or designee must sign and authorize their department to join the PCard Program. New Department Applications should be mailed to the PCard Office.|
|Step 2||Request assignment of Reconcilers and new Reconciler Workgroup.|
A. Identify department members that are to be cardholders and submit applications. Complete an Individual Purchasing Card Application for each employee. Fill out all fields, print the form and get it signed by the cardholder, liaison and department head. New applications should be mailed to the PCard Program Coordinator.
* Note: PCard Policies are to be reviewed, Program Information, and UPK Tutorials and PCard Exam taken/passed (Failure to complete/pass the PCard Policy Exam within 4 weeks of application submission will result in cancellation of application)
B. If requesting a Department Card, identify the responsible person who will administer the card. Complete a Departmental Purchasing Card Application for a card in the name of the department to be held in the business office. Fill out all fields, print the resulting form and get it signed by the responsible person, liaison and department head. New applications should be mailed to the PCard Office.
* Note: PCard Policies are to be reviewed, Program Information, and UPK Tutiorials and PCard Exam taken/passed (Failure to complete/pass the PCard Policy Exam within 4 weeks of application submission will result in cancellation of application)
|Step 4||Set up a system for handling and archiving purchase documentation, including order forms, receipts, invoices, packing lists, etc. Remember: The department is solely responsible for maintaining detailed documentation for audit purposes.|
|Step 5||Identify potential cardholders by applying the following criteria:
Consider the possibility of requesting a Purchasing Card for a centrally located employee to place orders for those who might need to make these kinds of purchases only infrequently.
|Step 6||The University of Arizona and the departments are responsible for determining credit card transaction limits for each cardholder. The University has set the maximum limit for single transactions at $5,000. Any department may set a lower limit for individual transactions for any cardholder or departmental card. Cardholders within a department may have various limits, determined by the department's needs.
Departments must also set a dollar limit per cycle (month) for each cardholder or departmental card. It is recommended that the lowest limits practical be set to minimize risk. Departments must set limits on each cardholder's or departmental card’s number of transactions per day and number of transactions per cycle. Should a cardholder or department wish to increase or decrease any of these limits after they have been set, they should confer with their supervisor and the Department Purchasing Card Liaison. The Liaison will send a Change Form to the Program Coordinator to make approved changes.
Limit changes may be made at any time and as often as required.
|Step 7||After the cards are ready, the PCard Office will contact the Liaison.|
The cardholder must complete and sign the Individual Purchasing Card Application including the Purchasing Cardholder Agreement. This application establishes the issuing departments default UAccess Financial account for each cardholder, the cardholder's purchase limit and identifies the Reconciler Workgroup for this PCard. By signing the Purchasing Cardholder Agreement, the cardholder agrees to comply with the following terms and conditions:
- Guidelines in the University of Arizona's Procurement Policies and Procedures Manual
- Notify the proper authorities if the card is lost or stolen
Individual Purchasing Cards MAY NOT be delegated or assigned to others. Departmental Purchasing Cards MAY be checked out to other staff by the Responsible Cardholder. However, the physical checkout process of a department PCard cannot be delegated by the responsible cardholder- a transfer form must be submitted by the department liaison. A responsible cardholder of department cards must authorize use of the card for each transaction. Responsibility for the card should be transferred or the card temporarily suspended during the absence of a responsible cardholder (i.e. Sabbatical leave, vacation, extended illness, etc.)
All Purchasing Cards are the property of The University of Arizona and JPMorgan Chase.
During the Purchasing Card application process, each Purchasing Card is assigned a default Access Financial account number that must be within the Department that is requesting the PCard. Transactions that are not reconciled by the Reconciler Workgroup and/or not Approved by the associated Fiscal Office on the account# the transaction was reconciled to within 14 calendar days starting from the edoc create date will auto approve to the default Account numbers (if not reconciled) or to the Account/object code that transaction was reconciled to but not approved) Restricted Agency UAccess Account numbers (begin with the # 9) cannot be used with the PCard Program.
The University of Arizona and the department determine the Purchasing Card spending limits.
The department sets a per transaction limit of $5,000 or less for each card. They also set monthly dollar limit, a daily transaction limit and a monthly transaction limit (the University of Arizona's Monthly billing cycle ends on the 6th of each calendar month) unless:
• The 6th falls on a Saturday the billing cycle ends on the 5th.
• The 6th falls on a Sunday the billing cycle ends on the 7th.
The monthly limits refresh on the day following the billing cycle date.
It is recommended that the lowest limit practical be set to minimize risk. Should a cardholder wish to increase or decrease any of these limits after they have been set, they should confer with their supervisor and the Department Purchasing Card Liaison. The Liaison will send a Change form to the Program Administrator to effect approved changes. Transactions greater than $5,000 are blocked on the PCard and will be denied at the point of sale.
Cards must be diligently safeguarded. Each cardholder/responsible cardholder must know where his/her PCard is at all times.
The Cardholder must call JPMorgan Chase Customer Service at 1-800-270-7760 to report loss, theft or fraudulent transaction. In case of loss or theft of the card or misappropriation of the card account number, the Bank will initiate recovery for fraudulent charges on Individual PCards ONLY if they are notified within 60 days from the Billing Statement date in which the charge appears in PaymentNet (this is called the notification period). If the Bank is not contacted within the notification period, fraudulent charges could become the liability of the Cardholder’s department or if denied by the department, the liability of the Cardholder. The PCard Office must be notified of any loss, theft or fraud on any PCard. UAPD must be notified by the Cardholder on all Fraudulent PCard Transactions and a case number obtained.
EVERY CARDHOLDER MUST KEEP THIS PHONE NUMBER SOMEWHERE SEPARATE FROM THE CARD, FOR EASY ACCESS IN CASE OF LOSS OR THEFT.
Cardholders/Responsible Cardholders: SAFEGUARD YOUR PURCHASING CARD!
It is strongly suggested that, if a cardholder finds card use to be extremely infrequent, they turn in their card to their Liaison for cancellation or storage in some secure central location within the department with limit set to $ 1.00, in order to prevent loss of the card. Limits can be raised or lower at the request of the department Liaison.
An Individual Cardholder must call the 1-800 number on the sticker of the PCard to activate the card. This automated line will prompt the Cardholder for the credit card number, social security number (use an EMPLID, not a social security number) and mother’s maiden name (if mother’s maiden name was not used, enter chosen password). Please contact your Liaison for the password if unknown. Department PCards will be activated by the PCard Office upon receipt of signature confirmation Activation Form. Individual PCards should be signed by the Cardholder upon receipt. Department Cards should not have an individual’s signature on them. All PCards that are mailed to Liaisons/Individuals require the return of a signature confirmation Activation Form to the PCard Office to complete the activation process.
The PCard is valid until the last day of the month in which it expires. The PCard will automatically be renewed before the expiration date. JPMorgan Chase Bank will mail the replacement PCard directly to the Cardholder. The Cardholder must call the 1-800 number on the sticker of the PCard to activate the card. This automated line will prompt the Cardholder for the credit card number (on the face of the card), social security number (use an EMPLID number, not a social security number). The card has been activated when the automated line provides the available balance on the card.
Upon termination of employment or transfer to another department, the cardholder must return his or her Purchasing Card to their Department Liaison. The Liaison must then prepare a card cancellation by completing a Delete Form. The completed form should be faxed to PCard Customer Service 520-621-1245 and original mailed to the Purchasing Office. The Liaison should cut up the card and carefully dispose of the pieces.
- Cardholder makes a credit card purchase
- Cardholder gives itemized receipt to Reconciler
- Reconciler within the Reconciler Workgroup scrutinizes itemized receipt and reconciles charge in UAccess Financials. (The Reconcilers/Fiscal Officers have 14 calendar days to both reconcile and approve)
- The Fiscal Officer scrutinizes itemized receipt, reviews reconciliation and approves charge (The Reconciler/Fiscal Officer(s) have 14 calendar days to both reconcile and approve)
- PCard Office conducts weekly transaction reviews for compliance
- Fiscal Officers & Reconcilers reviews monthly statement and forwards documentation to FSO Compliance
- FSO Compliance performs post transaction reviews for compliance with PCard and University Policy
- PCard transaction documentation is retained by FSO on-line for 10 years
The Purchasing Card may be used to place orders over the phone. Cardholders must provide the vendors with the following information: the Purchasing Card number and expiration date, quantity and description of goods to be ordered and detailed instructions on delivery. In addition, the cardholder must request that an itemized invoice complete with sales tax information be sent with the shipment.
The cardholder is responsible for requesting from the vendor an itemized receipt, invoice, bill or other related document that includes itemized tax. All documentation including but not limited to receipts, packing slips, invoices must be submitted immediately to the department Reconciler. With the documentation for each purchase, the cardholder must include information about the UAccess Financial account(s) to be charged. Please refer to Purchasing Card polices and procedures from your own department for specific instructions.
Customer numbers are the merchant’s method for associating a billing and shipping addresses in their records. If a merchant asks you for your customer number, tell them they must set up a new one, complete with your billing and delivery address. Please tell them not to use any other customer number that they have in their file for the University of Arizona. Make a note of the customer number the vendor assigns to you; giving it to them when you order from them again will speed the ordering process.
Cardholders must provide the vendor with detailed instructions for delivery. All goods must be shipped directly to the department not to Central Receiving. Please note that different addresses are used if the goods are shipped via US mail or a commercial carrier. A Post Office Box number must be used for shipping through US mail. Street addresses must be used by campus departments for shipping by a commercial carrier. Cardholders must ask the vendor which shipping method will be used. Examples follow.
|US Mail:||Commercial Carrier
(UPS, Federal Express):
Destination Building, Room 601
P.O. Box 2100xx
University of Arizona
Tucson, Arizona 85721-00xx
Destination Building 77,
140 East M Street
University of Arizona
Tucson, AZ 85721
Some vendors may ask for your billing address. For Purchasing Card transactions, it is the address on your purchasing card application or the most recent change form. This address appears on the cardboard folder around new cards.
After obtaining your billing address, the vendor may call the bank and verify the information as an additional check that you are a bona fide cardholder. Warning: If the vendor gets one character in the address wrong, the bank may decline the sale. They will not assist the vendor in getting it right; their position is that they protect your information and do not share it.
Disputed transactions are errors in billing between the merchant and Cardholder. Some examples include: multiple billing, billed wrong amount, billed without receiving merchandise, billed on a cancelled order. This is not the same as an unrecognized/unauthorized transaction (see fraudulent transactions Section 11.0). The Cardholder should contact the merchant to try to resolve the error. If the Cardholder is unable to resolve the error with the merchant, they should inform their PCard Reconciler and/or Approver who will initiate the dispute in UAccess Financials via hard copy form. The PCard Office must be Notified Prior to the initiation of a dispute to determine if disputing is the correct procedure. The dispute process does not stop or delay the payment of the charge. The merchant has been paid if the charge appears in the JPMorgan Chase PaymentNet and feeds to UAccess Financials which needs to be reconciled and approved. The JPMorgan Chase Dispute Department may request information from the Cardholder. It is important that the Cardholder respond to the JPMorgan Dispute Department within the specified time frame if they wish to continue disputing the charge.
Effective upon implementation of Kuali: Disputes will no longer be processed in PaymentNet. A link within Kuali will be available to complete an e-form. Notation must be made within the Kuali transaction e-doc indicating transaction in dispute.
If a vendor has difficulty in handling a Purchasing Card (e.g., says it's not valid, says it's expired) and the cardholder is unable to resolve the problem, HELP is available from JPMorgan Chase Customer Services at 1-800-270-7760. You may also contact the PCard Customer Service number 626-9091 for assistance.
- Fill out the New Department Application. Change the title of the form to "CHANGE LIAISON". Have the new liaison and the department head sign
- Send the form to the PCard Office.
Complete a Reconciler/Reconciler Workgroup Form that needs to signed by the liaison and sent to the PCard Office.
Use the Change Form to change:
- Cardholder's last name.
- Cardholder's address.
- Limits on the PCard (Including # of Daily/Monthly Transactions, Single Transaction $ Limit/Monthly Transaction $ Limit)
- Add/Delete PCard Enhancements.
- Default Account number on the PCard.
Please contact your Fund Accountant for information.
Please contact your Fund Accountant for further information.
- Ship orders, including itemized invoices Process Visa charges at the time of shipment.
- Rectify any discrepancies in orders.
- Receive Visa charges.
- Assist cardholders with difficult vendor problems.
- Issue Purchasing Cards.
- Cancel Purchasing Cards immediately upon request of the UA Program Administrator or cardholder.
- Notify UA Program Administrator of any suspected fraudulent use of a card.
- Reconcile UAccess Financial Purchasing Card data with JP Morgan Chase
- Analyze cardholder merchant use patterns; negotiate lower price contracts with them.
- Negotiate discounted purchasing contracts with other vendors
- Receive & process credit card applications from departments
- Receive cards from JPMorgan Chase
- Maintain Purchasing Card Manual on Web Page
- Maintain Purchasing Card on-line Exam
- Reviews applications, transfers, change forms, for PCard required Exam and Elevated Privilege Training.
- Reviews for annual Elevated Privilege training for existing Cardholders and Reconcilers.
- Provide training for each department/unit, cardholders and reconcilers/approvers
- Issue cards to cardholders or department Liaisons for distribution to cardholders
- Post review transactions campus wide
- Track termination or transfer of cardholders
- Processes semi-monthly payment to JPMorgan Chase
- Cancel cards
- Make changes to cardholder accounts
- Works with the bank on External Fraudulent transactions
- Works with Risk Management on Department PCard External Fraud.
Below are examples of Responsibilities - Refer to PCard Policy for full listing.
- Ensures that a system is established and implemented that promotes compliance within UA/ABOR Policies and Regulations governing the use and security of the Purchasing Card.
- Ensures a manager is designated to serve as a Purchasing Card Liaison for purposes of monitoring, recording and reporting Purchasing Card policy violations or any other misuse of the card by the unit. This employee will need top level authorization and on-going support.
Note: Any changes to a Liaison’s PCard or responsibilities must be approved by the Department Head.
- Takes immediate action as appropriate upon learning of card use that constitutes or appears to indicate a violation of the UA Procurement Policy and Compliance Procedures or The University of Arizona Misuse of Assets Policy. (Department Heads may suspend temporarily or cancel Procurement Cards based on the degree of misuse.)
- Ensures appointment of Reconcilers & Fiscal Officers Approvers so as to provide prompt reliable reconciliation.
Ensures department establishes a system for processing and archiving purchase documentation, including order forms, receipts, invoices, packing lists, etc.
Note: The department is solely responsible for maintaining original detailed documentation for audit purposes.
- Ensures the Reconciler(s) and Fiscal Officer Approver(s) have access to a computer.
- Acts as contact with the UA Purchasing Card Department
- Designated signer on all PCard documentation including change forms; delete forms and new applications; as well as any departmental program changes. Note: Any changes to a Liaison’s PCard or responsibilities must be approved by the Department Head.
- Develops and enforces internal department policies and procedures
- Monitors department card activity
- Maintains copies of cardholder applications, agreements and last for digits of card numbers.
- Forwards applications, transfer forms, reconciler workgroup forms, and change forms to the UA Purchasing Card Administration Office
- Serves as department contact for lost or stolen cards
- Assists with disputed charges that cannot be resolved by the cardholder
- Provides internal training
- Informs applicants of PCard Exam Requirement and Elevated Privilege Training requirements
- Disseminates information from PCard Administrator to cardholders and reconcilers
- Handles any questions related to the Purchasing Card Program
- Advises the Department Head of problematic cardholders or misuse of a card
- May store infrequently used Purchasing Cards
- Collects Purchasing Cards from employees who terminate employment with the department or transferred to another department. Completes necessary delete forms and submits to the PCard Office.
- Ensures that the ownership of a department card is transferred or the card temporarily suspended during the absence of a responsible cardholder (i.e. Sabbatical leave, vacation, extended illness, etc.)
- Reviews transactions processed by the Reconciler
- Assures that correct UAccess accounts/object codes are used on transactions; and that sales tax is coded correctly
- Reviews validity of a transaction by scrutinizing the receipt
- Prepares various reports for cardholders, division administrators, etc.
- Maintains archived Purchasing Card documents at the business office for audit, in compliance with The Records Retention policy (10 years)(revised 10/8/10)
- Complies with the University Misuse Policy to report suspected employee misuse of the PCard
- Receives daily documentation such as receipts, packing slips, etc. from cardholders and maintains in a pending file until the transaction has been completed and reconciled
- Assures that correct UAccess Financial accounts/object codes are used on transactions; and that sales tax is coded correctly
- Reviews validity of a transaction by scrutinizing the receipt
- Reviews and resolves discrepancies
- Complies with the University Misuse Policy to report suspected employee misuse of the PCard
- Ensures that the Purchasing Card is used for University of Arizona business only, not for personal use. All transactions made using the Purchasing Card must benefit and support the University’s mission of education, research and public service.
Fraudulent or intentional misuse of the card will result in cancellation of the card and/or possible criminal charges.
- Complies with all policies relating to the use of the card.
- Complies with the provisions of The University of Arizona’s Misuse of University Assets Policy since some unauthorized purchases may violate this policy. If it is determined through investigation that a purchase violates the Misuse of Assets Policy, the purchaser is subject to disciplinary action.
- Upon termination of employment or transfer to another department, cardholders must return their Purchasing Card to the department liaison. The liaison will cancel and dispose of an individual card or transfer ownership of a departmental card to another employee.
- Safeguards Purchasing Card.
- Reports lost or stolen card immediately.
- Reviews any discrepancies with the Reconciler; notify the Bank of suspected fraudulent activity.
The Cardholder must call JPMorgan Chase Customer Service at 1-800-270-7760 to report loss, theft or fraudulent transaction. In case of loss or theft of the card or misappropriation of the card account number, the Bank will initiate recovery for fraudulent charges on Individual PCards ONLY if they are notified within 60 days from the Billing Statement date in which the charge appears in PaymentNet (this is called the notification period reference Post Date in UAccess Financials). If the Bank is not contacted within the notification period, fraudulent charges could become the liability of the Cardholder’s department or if denied by the department, the liability of the Cardholder. The PCard Office must be notified of any loss, theft or fraud on any PCard. UAPD must be notified by the Cardholder on all Fraudulent PCard Transactions and a case number obtained.
- Forwards all documentation (receipts, packing slips, etc.) to the Reconciler on a daily basis.
Note: Failure to comply with PCard policy or failure to forward documentation for credit card purchases may result in suspension and/or cancellation of the PCard.
- Resolves any discrepancies with the Vendor.
- Obtains Travel Authorization number before purchasing travel related purchases and write the T# on receipt.
- A responsible cardholder of department cards must authorize use of the card for each transaction. Responsibility for the card should be transferred or the card temporarily suspended during the absence of a responsible cardholder (i.e. Sabbatical leave, vacation, extended illness, etc.).
- Arizona BuyWays
- Central/AHSC Receiving
- Contracting Office
- Postal Services
- Printing Services
- Purchasing Card
- Purchasing Office
- Records Management & Archives
- Small Business Utilization Program
- Stores Inventory - Alcohol Sales Only
- Surplus Property