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Purchasing Card FAQs

The Main PCard Customer Service is 520-626-9091   Email: pcard@fso.arizona.edu
Contact JP Morgan Chase Customer Services at 800-270-7760, and PCard Customer Service at 520-626-9091 and leave a message with all of the details.
There can be many reasons for a declined PCard attempt. These may include the following
  • Chip/Pin Card not activated (attempting old card)
  • MCC coding on PCard - Enhancement requirement
  • Merchant side declines
  • Hold placed on PCard by JPMC for verification of validity on attempted transaction

Contact the PCard Customer Service at 520-626-9091 to review declines

Yes, PCard Training classes are listed on UAccess Learning. You can also call the Main PCard Office at 626-9091 for an onsite group training and or refresher training for staff.
7/25/17 Yes, Hotel Enhancement is for "UA Employees only" on Travel Status. Discuss with your PCard Liaison(s) if this is an enhancement you are interested in adding. Note: Travel Enhancement is also required to add the Hotel Enhancement.
7/25/17 Refer to Policy 6.3
  • Traveler must review and adhere to FSM Policy 14.00 Travel
  • *If a credit card authorization form is required, the cardholder will not include full credit card # (only last 4 digits) nor will the three digit security code be filled in. The cardholder will contact the hotel via phone after faxing the credit card authorization form and provide additional information verbally. Traveler should verify with the hotel all information has been provided and that hotel has this on file for the reservation.
  • UA Employee must present a personal form of payment (i.e. personal credit card) at time of check-in at hotel for all incidentals.
  • Object Codes to be used transaction(s):
    6142 – Travel-In State Hotel
    6242 – Travel-Out of State Hotel
    6342 – Travel-Foreign Hotel

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 accountantwith any questions.

Yes, Document # has been added as searchable criteria on the reports in: Financial > General -Purchasing Card > Card Transaction Tab
Beginning with the March PCard statement period, please submit all PCard packets by card holder last name in alphabetical order with the UAccess Financials eDoc# in ascending order within each card holder name OR in ascending order by the PCDO eDoc#. You may use the eDoc# on the original receipts/documents that will need to be submitted.
To avoid being charged use tax on airline ticket transactions the tax exempt checkbox must be marked. If you forget to mark the checkbox, a General Error Correction will need to be completed to reverse the use tax.
Update: Costco no longer allows University employees to shop in-store without having a Costco Membership Account.  New process for Purchasing from Costco. Click here for detailed information.
7/25/17 NEW PCard Policy Review/Exam containing Hotel Enhancement and Single Transaction Limit policy changes is required to be added into any additional PCard Department and/or PCard Role.
  • Liaison(s) are required to completed the PCard Exam in UAccess Learning to be added into the role for a Department.
  • PCard Applications and Transfers (Cardholder Requirements)
  • Adding any enhancement to an existing PCard (Cardholder Requirements)
  • Liaison and/or Reconciler Role (Liaison and Reconciler Requirements)

The Elevated Security Priv. Training is now an annual requirement.**

  • The Elev. Security Priv. Training is required to be added into any PCard Role: Liaison or Reconciler.
  • The Elev. Security Priv. Training is required for NEW Applications and Transfers.

**Update: June 2019

Due to the retirement of the Elevated Privileges training, the PCard Program now requires PCard Cardholders, PCard Liaisons and PCard Reconcilers to take the new Certification: Information Security Awareness.

The PCard Office is working to update all of the documentation and forms to this new requirement which is currently in effect.  The training, available in UAccess Learning, must be renewed annually. If the training has already been taken and is still active, no action is needed at this time.

Please direct questions concerning PCard training to Customer Service at (520) 626-9091.

  • Disputable transactions are Merchant Errors or errors in billing between the merchant and cardholder. Some examples include: multiple billing, billing wrong amount, billing without receiving merchandise, billing on a canceled order.
  • Fraud is defined as unauthorized transaction(s) made with a lost, stolen, compromised or counterfeit card/ card number.
Contact the PCard Office at 626-9091 to discuss the UA Amazon Business Account for use with Individual PCards (Not for use with Dept. PCard).  Invites are sent directly from the PCard Office.  To access using the UA Amazon Business Account - portal is located on the UA Bookstore website lower right corner. 
  • When completing the set up of your Individual PCard within the UA Amazon Business Program through the PCard Administration Office invitation - the First Name/Last Name fields must be established to match the First Name/Last Name listed on your Individual PCard. 
  • Contact JPMorgan Chase Customer Service at 800-270-7760 - they will assist in cancellation/reissuance of PCard.
  • Also contact PCard Customer Service at 520-626-9091 and leave a message with all the details.
  • The PCard Office will contact you with additional steps necessary depending on the type of PCard issued (Individual or Department PCard). Steps will include: UAPD will need to be contacted for a case number.
Financial > General -Purchasing Card > Card Transaction Tab > Transaction Detail by Organization (Enter criteria i.e. last four digits of the PCard, Organization Name) run this report using (Post date criteria between) use billing cycle dates from the PCard website.
  • In UAccess Financials -Click on the Accounting tab (make sure Reference and Administration box just below Search Bar are checked).  Click ‘Procurement Cardholder Defaults'
  • Alternative option:  Type ‘Procurement’ in Search Bar.  Click ‘Procurement Cardholder De-faults’. (not PCard, or Purchasing) Enter Default Org code.  
    Search.    
  • In Analytics - you can also look up this information (Keep in mind this is a day delayed from UAccessFinancials) Financial > General -Purchasing Card > Cardholders Tab > enter your criteria i.e. last 4 digits, Organization Name, Reconciler Group Name, Cardholder Name) use the Cardholder Profile Report
Refer to the Policy Manual regarding these types of Enhancements
  1. PCard Plus: Code 954
    • Business Meetings, Business Entertainment, Employee Farewell, Employee Recognition/Service Awards
  2. Travel Enhancement: Code 957
    • Employee Travel and Non-Employee Travel
  3. Hotel Enhancement: Code 960
    • Employee Lodging only -refer to Policy 6.3 Note: Travel Enhancement is also required to add Hotel Enhancement.
Unallowable: Tips to merchants (i.e. restaurants) exceeding 20% of total bill.
Reference: Policy 9.10 Requisitions/Reimbursements
No, you do not need to contact the bank. During the month of the PCard expiration date the bank will send the PCard directly to the address associated with the PCard.  However, if you do not receive the PCard prior to one week of expiration contact the PCard Office 520-626-9091.
No, the bank may ask for your Social Security Number. However, we do not utilize SS#'s. Please call PCard Office with any questions.
  • Hotel/Lodging is a separate enhancement, Merchant Category Codes is  blocked- unless Hotel is added on PCard. Contact PCard Customer Service at 520-626-9091 for assistance.
  • Some Hotel restaurants code themselves as hotels which is why this declined.
  • Note: Make sure that any contract requiring a signature has been reviewed and approved by Procurement & Contracting Services.
Contact: Kristie Senne or Moncia Adam 520-886-9563 (Costco Rep.)
  • If you are an Individual PCard cardholder contact your department Liaison as request they have your PCard placed on a Temporary hold until you return to work.
  • If you are the Responsible Cardholder of a Department PCard, ask your Liaison to complete a transfer form assigning someone new as the Responsible Cardholder. Another transfer form will be required to change responsible cardholder status back to you upon your return.
No. The PCard Office will email the Liaison confirmation of cancellation/deletion within one business day. Please do not send original.
The bank billing cycle date is the 6th of the month.
  • If the 6th is on a Saturday the billing cycle date changes to Monday the 8th.
  • If the 6th is on a Sunday the billing cycle date changes to Monday the 7th.
  • The limit refresh date is on the day following the billing cycle date.
Yes, If a Department has staff that they feel could benefit from a refresher policy training, contact PCard Customer Service at 520-626-9091.
PCard can be issued to a UA Employee that has a UAccess active paid status.
No, you cannot share your individual PCard with another employee. However, you can make purchases on behalf of another employee.
No, you cannot check out a Department PCard to a Non-UA Paid Employee (Non-UA Paid Employee examples include; Students, Volunteers, and DCC's)
  • An Individual PCard is an Individual credit card in the employee’s name to be used for University business expenses that are directly paid from University funds.
  • A Department PCard is a transferable credit card (via proper forms) in the name of the department to be used for University business related expenses that are directly paid from University funds.
Yes, all policies and procedures governing a sponsored account apply in the PCard Program.
  • Note: Sponsored Project account numbers cannot be used as defaults.
  • Note: Sponsored Project account numbers cannot be used on PCard Plus transactions.
3820; 3870; 5520; 5540; 5535; 5560; 5810; 5830; 7810; 7820; 7830;  Refer to Expenditure Object Codes
7/25/17 Single Transaction Limit Max. is $10,000. 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. A Change Form is required for Permanent Limit increases
Yes, Please refer to PCard Policy 8.1 Restrictions/Requirements/Limitations If purchasing items listed on Restricted chart a notation should be added into the Notes/attachments on the Edoc. Indicating Consumer quantity as listed in 8.1 with details.
More details regarding items that are under Policy 8.1 related to Restricted (7) can be found on the Risk Management website