Managing a PCard

1) Managing PCard Requests via Concur Card Services 

A cardholder or delegate can utilize Concur to check on the status of a PCard request by following these steps:  

1. Login to Concur
   • If you are the delegate, click on the upper right-hand circle that has your initials or Profile Settings. Select Act as Another User.
   • Search for the employee who assigned you as their delegate.
2. Click on Home icon and a drop-down menu will appear, click on Requests to view the Manage Requests page.  
3. Active Requests will appear or select any of the dropdown options such as Not Submitted, Pending Approval, Approved, Cancelled, Closed or All Requests.
4. Click on the Request tile you are researching, to view the full details of the Request Header, Request Timeline, Audit Trail, print/share or view attachments.  
5. Available actions include close, copy or cancel Request.   

2) Global Card Access

The Bank of America Global Card access website offers cardholders the ability to activate and manage their PCard.  

Cardholders will receive an email from Bank of America when the card is mailed with instructions on how to register their profile through the Global Card Access website. This must be completed by the cardholder and the email should not be forwarded to anyone, including your department’s liaison. Once the cardholder receives the card, they should begin the registration process to activate the card immediately. Review the Activating Your PCard section on the How to Obtain a PCard page.    

Once registered, cardholders can use the Global Card Access website to:    

• Place the PCard on hold when not in use.    
• Monitor purchases and expenses.    
• Set alerts on the card to detect fraudulent activity.  
• View monthly statements.

When the PCard is ordered from Bank of America, a profile with a username and login credentials are established and provided to the employee. Do not make changes to the profile name within Global Card Access, this information must match UAccess Financials to accommodate daily bank files. 

Tips for Using the Global Card Access Website 

• To view the current balance, credit limit, available credit balance, the card's PIN number, to change the PIN number, manage alerts, and lock the card, select Accounts Summary.
  • Because these are corporate credit cards, payments are made by Finance & Budget, not the responsible card holder.
• To view authorizations, posted transactions, and declines, select Recent Activity.
• To manage transaction alerts and account activity via email or text messaging, select Manage Alerts. Email address and mobile numbers can be updated within this screen as well.
  • Example of alerts include
    • When a transaction is declined
    • When a transaction exceeds a specific amount
    • Transactions made in another country/state
    • Card reissued
    • Credit available on card

To view the card PIN number during point-of-sale purchases, users can use the View Your Pin option. This is a security feature to reduce fraudulent activity. 

• The four digit PIN number will display one number at a time.
• Then enter the three-digit CVV code on the back of the card. 

It is highly encouraged that the cardholder changes the PIN number periodically as an added layer of security.

• On the Accounts Summary page, select Chang Your Pin, enter the cards CVV code, then the current PIN, and then the new one and select Submit.

Bank of America offers a Global Card Access Mobile App that is optional for cardholders and can be used for the following activities:

• View credit limit, balance available, recent transactions.  
• Drill into transactions that include decline reasons.  
• Securely view your unique card PIN number.
• Change your unique card PIN number.
• Contact information for Individual cardholders to contact the bank directly.  
• Temporarily lock or unlock a card to prevent unauthorized use.
• Manage security alerts.  
• Recover user ID and password.  

3) Security

Physical credit cards must always be safeguarded, and each cardholder/responsible cardholder must know where the physical PCard is located. The physical departmental PCard should be located under dual control in a secure location within the business office.  

PCard credit card numbers should never be written down, shared by email, fax, paper, or other unsecured methods. Online PCard purchases should only be made through secure encrypted websites, applications, or payment portals. If unsure, contact the merchant directly by phone to complete a transaction. Refer to the Placing Phone Orders section.  

It is strongly recommended that if a cardholder finds the use of the card to be extremely infrequent, they secure the card to avoid misuse and log into Global Card Access website and place the PCard on hold. Limits can be raised or lower at the request of the department PCard Liaison.  

4) Sharing a PCard (Individual)

An individual card cannot be shared or checked out. If paying on behalf of another individual, the PCard cardholder must complete the transaction. Allowing a non-cardholder make purchases an individual card is considered unauthorized sharing. Unauthorized sharing of a PCard is considered a PCard violation and required closing and reissuing of the card.

For more information, please refer to FSM Policy 9.10.  

5) Delegation or Assignment  

• An individual PCard may not be delegated or assigned to others.
• A departmental PCard may be checked out to other staff by the responsible cardholder, and they must authorize use of the card for each transaction. The card should be suspended during the absence of a responsible cardholder.
• All PCards are the property of the University of Arizona and Bank of America.

6) Card Renewal

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. Bank of America will mail the replacement PCard directly to the cardholder department business address. The cardholder must call the toll-free number on the sticker of the PCard to activate the card.