Finance & Budget oversees the University of Arizona PCard program by managing the distribution, tracking and compliance of credit cards issued to university employees. Accounts Payable utilizes Concur Requests, PDF, and Excel documents to ensure adequate internal controls are in place for the issuance, maintenance and oversight of PCards.
Review the list of available forms below, including their submission methods, descriptions, and any requirements you’ll need to gather before completing each form.
PCard Concur Requests
To initiate any of the following PCard Requests, login to Concur with your SSO.
- New PCard Request
Request a new individual or department PCard for an employee to initiate business purchases on behalf of the university. The form may be initiated by a delegate or PCard Liaison but requires the cardholder or responsible cardholder to submit the request. - PCard Name Change
Request from the cardholder or delegate to change the physical name on a PCard. The request must align with the employee’s legal name according to Human Resources. - PCard Default Account
Request to change the default account number that PCard purchases are expensed within UAccess Financials. - PCard Address Change
Request to change the billing/mailing address on the cardholder’s profile to ensure PCard renewals are mailed to the correct address. - PCard Close
Request to close an existing PCard due to termination, lack of use, misuse or fraudulent activity. - PCard Suspend or Reinstate
Request by cardholder or business office to suspend and/or reinstate PCard activity due to extended leave, misuse, fraudulent activity extenuating circumstances. - New PCard Liaison or Change
Request to add and/or remove a PCard Liaison to the departmental PCard Program. - Purchase Exception Request
Request a temporary increase on a PCard for an unexpected business purchase or open a restricted Merchant Category Code to allow for a one-time exception purchase. - Self-Report Violation
Request by cardholder or delegate to self-report a PCard purchase due to an accidental personal purchase OR an unallowable purchase that requires repayment to the university. - Non-Compliance Violation
Accounts Payable Financial Compliance monthly review identifies a PCard non-compliance purchase and officially reports. - PCard Permanent Card Limit Change
The Permanent Card Limit Change request form allows requests for a card spend limit increase or decrease, and to add or remove the (T&E) Travel and Entertainment Enhancement.
Before completing a Concur Card Service request it is recommended you obtain the UAccess Financials Campus Code, Organization Number and Account Number the PCard.
PCard Forms
The following forms continue to be supported as viable business tools within the administration of the department PCard processes:
- Checkout Log
Department PCard activity must be documented via a check-out log to document the business purpose for usage of the card and identify the individual who is/will be utilizing the PCard for purchase(s). This log may be required by Financial Compliance at any time when fraud, misuse, or auditing of transactions. - External Fraud Documentation
This form is required when reporting fraudulent activity and the form should be utilized for the supporting documentation for the offsetting credits that will appear in UAccess Financials when the bank recognizes the fraudulent activity and repays the university. - Missing Receipts
Cardholders should work with the vendor/merchant to obtain a lost receipt. If the merchant is unable to produce another receipt, this form can be utilized to meet audit requirements. - Accounting Line Import Template
This is a UAccess Financials Excel template for importing accounting lines within a PCard transaction for split funding expenditures. - Purchase Authorization
Sample departmental form that can be utilized to document PCard purchases to capture detailed information such as business purpose, item description, account, object code, Travel Authorization Number, business meeting/event detail, etc.