How to Use a PCard

1) Use of a PCard

The PCard may be used wherever Visa is accepted, following Purchasing Policies and Financial Services Policies. This payment tool may be utilized in-person at points of sale, or remote purchases via phone or online. Suggested uses include operating supplies, lab equipment, computer equipment, conference registration fees, dues or memberships to professional organizations and associations; as well as non-contracted services such as utility bills and equipment repair. The PCard is to be used for university business only, not for personal use. All transactions made utilizing the PCard must benefit and support the university's mission of education, research and public service, and be supported by a receipt/invoice and a valid university business purpose. 

Fraudulent or intentional misuse of the card will result in cancellation of the card, repayment to the university and/or possible criminal charges.

2) Transaction Flow

1. Individual cardholder makes a credit card purchase or a department PCard can be checked out by an employee to purchase on behalf of the university.
2. The university receives a nightly file feed of all PCard transactions from the prior day and electronic PCard Transaction Documents (PCDO) are automatically generated within UAccess Financials. The general timeline between the use of the card and the expense appearing in UAccess Financials is three business days, but this varies depending on the merchant/vendor.  
3. The PCDO will appear in the cardholder's action list within UAccess Financials. The cardholder or delegate must attach the receipt/invoice to the PCDO along with the business purpose. If a department PCard was utilized, the user must provide the Reconciler with the invoice/receipt to attach to the PCDO along with the business purpose.
4. Reconciler within the Reconciler Workgroup scrutinizes the itemized receipt and reconciles charge in UAccess Financials.
   1. The Reconcilers/Fiscal Officers have 16 calendar days to both reconcile and approve.
5. PCard Transactions in UAccess Financials may not be disapproved, as the expense has already occurred.
6. If the Fiscal Officer and/or cardholder identify a violation of policy, a PCard Self-Report Violation form will need to be initiated and routed for approval referencing the PCDO. The Self-Report Violation can be found in PCard Requests and Forms.
7. The Fiscal Officer scrutinizes itemized receipt/invoice, business purpose, agenda, itinerary, list of attendees, or any additional documentation required to support the expense and approves the expenditure.
8. Fiscal Officers & Reconcilers review UAccess Analytics Dashboard weekly for any missing documentation and follow up to ensure all PCDOs meet audit requirements.
9. Accounts Payable Financial Compliance performs monthly post-transaction reviews to ensure compliance with the university policy along with state, federal and IRS Regulations.
10. PCard transaction documentation is retained within UAccess Financials for record retention period.   
11. Upon review of the acceptable digital receipts/invoices and supporting documentation attached to the PCDO, the department business office may properly destroy the original paper documentation.  

3) Sales/Use Tax Information

The university is not a tax-exempt organization for Arizona State and local sales tax. The university is required to pay sales tax to Arizona in-state vendors unless the purchase is tax-exempt for resale or research purpose. The university also self-assesses the application of Use Tax on items that are purchased from an out-of-state vendor and used in Arizona, unless the out-of-state vendor possesses an Arizona Tax License and charges tax accordingly.

For complete tax information refer to Tax Services.

4) Vendor Customer Information

Customer numbers are the vendor/merchant's method for associating a billing and shipping addresses in their accounting system. The university of Arizona has multiple vendor affiliations. If a merchant asks the cardholder for the university customer number, inform them they must set up a new one, complete with the departments billing and delivery address. 

Please do not utilize university customer numbers established by Procurement when ordering directly to avoid the vendor from direct billing the university and invoices being sent to Accounts Payable.  

The business office should document the customer number the vendor assigns to the department should additional orders be placed in the future to expedite the ordering process. 

5) Delivery Instructions

The cardholder 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 PO 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 utilized to provide the correct delivery address. Examples follow. 

6) Billing Address Information

Some vendors may ask for the cardholder billing address associated with the card, which can be verified within UAccess Financials for the details assigned to the specific card. After obtaining the credit card billing address, the vendor may call the bank to verify the information as an additional security validation the accuracy of the card information. 

Warning: Vendors utilize this validation as fraud protection thus, the bank may decline the sale if the vendor does not have accurate information that aligns with the university financial system such as the incorrect billing address or zip code.   Bank of America will not assist the vendor by providing the correct information as their position is that they protect your information and do not share it.  

7) Vendor Assistance with Completing Transactions

If a vendor has difficulty processing a PCard and the cardholder is unable to resolve the problem, please contact Accounts Payable team at 520-621-9097 or FNSV-Accounts-Payable@arizona.edu for assistance. Cardholder assistance is also available directly with Bank of America Customer Service at 1-888-449-2273. However, Bank of America is unable to assist with department PCard accounts, so for assistance, you must contact Accounts Payable.

8) Placing Phone Orders

The PCard may be utilized to place orders over the phones. Please ensure the following:  

• Provide the credit card number only to a trusted source you have contacted directly.  
• Provide the 16-digit number, expiration date, CVC code, quantity, and description of goods to be ordered as well as detailed delivery instructions.  
• Provide your full name, department name, email address and phone number to the vendor.  
• Request an invoice or receipt complete with sales tax information be delivered via email and provide a university email address.
• Instruct the vendor not to send the invoice to Accounts Payable.  

9) Declining Transactions

Individual PCard holders may contact Bank of America directly if a transaction has been declined. However, department PCards require Accounts Payable contact Bank of America because these cards are not individually assigned to an employee of the university.  

Before contacting Bank of America or Accounts Payable, please verify the following:  

1. Check the current balance on the PCard to ensure sufficient funds available.  
2. Ensure the credit card details were entered correctly (16-digit number, expiration month/date, CVV code and billing address)
3. That the PCard is active and not suspended or expired. If the PCard had never been activated, please activate the card and then try to initiate the purchase again.  

Bank of America may decline a transaction if they detect suspicious activity or potential fraud. 

The reason for the transaction being declined can also be due to issues on the merchant's side. Their credit card system might be having issues processing the payment and some merchants may place a temporary hold on the PCard for an estimated amount, which can sometimes lead to a decline if the final amount is different.  If you believe this may be the reason for the declined transaction, please contact the merchant and request they attempt the transaction again. 

If a transaction has been declined, individual cardholders should log into the Bank of America Global Card Access to check the Card Authorization Log:  

1. Bank of America ‘Works’ website:  https://payment2.works.com/works/  
2. Enter username and password
3. From the home page, select the last four digits of your PCard.
4. Select Auth Log from the dropdown menu
   • The Card Authorization Log displays both approved and declined transactions. If the transaction declined, the reason will be listed.  
5. Contact Bank of America at the phone number on the back of the card. The verification code to speak with them is the cardholder’s University ID (the nine-digit number on the back of the University ID card).  

If unable to resolve the issue, please contact Accounts Payable at FNSV-Accounts-Payable@arizona.edu with the details that include the name on the card, last four digits, merchant name, and any additional details available.  

If the transaction in question does not appear, the decline may be on the merchant's side only and they need to contact their banking partner.

Department cardholders should contact at FNSV-Accounts-Payable@arizona.edu or 520-621-9097 with following details so our team can contact Bank of America:  

1. Department name listed on PCard  
2. Last four digits of the PCard
3. Merchant declining transaction  
4. Amount of transaction 

10) Restricted MCC Codes