What can I use the PCard for?
What is considered a “reasonable” expenditure?
When will we be able to see our documents in UAccess Images?
The documents submitted to FSO Customer Service are scanned and available for viewing within 7-10 business days from the date they are received.
Where can I find PCard forms quickly?
Forms relevant to PCard transactions can be found on FSO Forms.
If I have a personal purchase violation on PCard, how do I reimburse UA?
Reimbursements to the UA should be provided to the Bursar's Office for deposit. The account # and object code of the original PCard expense should be utilized for the deposit. Please email a scanned copy of the Cash Receipt to Financial Compliance as a proof that the UA was reimbursed.
What do we do with free "promotional items" given by vendors when we place an order with their company?
The free “promotional items” should go to the Business Manager for your department. This free “promotional item” must be used for the benefit of the Department in line with the funding source and applicable policies unique to the situation. See PCard Policy 14.6 Purchase Rewards.
Who handles possible pyramiding, credit limit adjustments, fraud charges, reconciliation questions, auto approved violations, and changes in PCard liaisons?
PCard Administration will be happy to assist you in handling these items. They can be contacted at 626-9091.
What information/documentation is required for PCard purchases?
All PCard purchases must include:
- An original invoice/receipt (submitted to Financial Compliance monthly - see Monthly Due Dates) Original invoices/receipts must include:
- Name of the vendor
- A title / description of each item purchased
- An amount for each item purchased
- Any tip (may be handwritten)
- Tax (if charged)
- Shipping (if charged)
- Other fees charged
- A total that matches the charge to the PCard
- A business purpose for the expenditure. The business purpose provides justification for WHY the expenditure was incurred, how it benefited the UA, and how it complied with all laws and regulations. For example:
- Lab supplies for Dr. Owen’s research project
- Office supplies for business or mission of the college or department
- Food for departmental team building meeting
- Scientific journal subscription for department library
- Airline ticket for a UA employee to attend a conference and the benefit to the College/Department. Include the Travel Authorization #.
- In addition to the business purpose, the following common PCard purchases require the documentation listed in the table below:
|Type of Purchase||Documents Required||Notes|
Food items and/or Restaurant
What information can be included in the Notes and Attachments section of the document in UAccess Financials?
Are we required to submit a PCard Purchase Authorization Form?
If all the required information is included in the documentation, additional forms are not required. Departments may use the Purchase Authorization Form, or create their own form if they choose.
When are my receipts due for submission to FSO?
The receipts are due on the 10th day of the month following the JP Morgan statement date. We've also provided a list of Monthly Due Dates.
Do we need to send in our JP Morgan Chase statement with our documents to FSO?
No. Please do not send the statements as they contain confidential and security sensitive information.
Do we send packing slips to FSO as part of the required documentation?
The inclusion of packing slips as part of PCard documentation is optional.
How long do we need to keep our copies of PCard documentation?
All original receipts must be submitted to FSO. FSO retains these documents for 10 years. It is not mandatory for college/departments to keep copies. However, if it has been determined by your college/department that copies will be retained, it is recommended that they are kept for 10 years. The copies retained by your college/department should not be sent for archiving to the Records Management & Archives department. In case of audit or compliance review, the department will be responsible for obtaining all additional documentation from the vendor.
What documents are required to be submitted for fraudulent transactions?
Please see PCard Policies Manual, Chapter 11.0 Fraudulent Transactions. PCard Administration will provide a Purchasing Card External Fraud Transactional Documentation Form to be filled out. The department should provide a copy of this document as a part of their back up for all transactions associated to the fraud.
Allowable and Unallowable Expenditures
What is the allowable percentage for tipping?
Tipping of any kind (i.e. food, taxis, etc.) should not be greater than 20% of the total amount.
Can the PCard be used to buy meals while on travel status?
No. Meals while on travel status should be processed through FSO-Travel Office either with per diem or with meal receipts on the Travel Expense Report. University employees have the option of obtaining a Travel Advance from FSO-Travel Office in place of personal funds or credit card.
Can gasoline for a personal vehicle be charged on the PCard?
No. Purchase of gasoline for a personal vehicle is not allowed on the PCard even while on UA approved business. However, FSO-Travel Office handles reimbursement for gasoline purchases or mileage for a personal vehicle on UA business.
Can a rental car be charged on a PCard for a non-employee?
No. UA insurance liability does not cover rental cars rented/driven by non-employees.
A researcher from a foreign country is coming to UA to speak at a conference. Can we charge his travel expenses on the PCard?
No. Payments to or on behalf of a non-employee, non-student, who is not a US citizen or permanent resident, cannot be made using the PCard. Due to the complexity of immigration laws, we suggest that you contact Accounts Payable at 520-621-9097 or firstname.lastname@example.org regarding expenses / reimbursements that are allowed under specific visa types.
Can I use the PCard to pay for an all-inclusive conference?
The PCard can be used to pay for an all-inclusive conference. The card will need to have the travel and hotel enhancement.
Uber transportation receipts on occasion include a "wait time" expense. Is this allowable and reimbursable?
Uber drivers notify the traveler via their mobile device upon arrival that "wait time" charges are initiated two minutes upon the Uber driver's arrival at the designated location. Business units are required to monitor these charges and excessive "wait time" (exceeding .99 cents) should be evaluated and documented with a UA business purpose. If a UA business purpose is not provided (ex: shopping, socializing) the charges should be deducted from the reimbursement or repaid to the University.
If a PCard was used, a Self-Reporting Violation Form should be completed and included with the documentation. In addition, the PCard should not be saved to any Uber account.
Financial Compliance Reviews
What is meant by review/follow up?
The review/follow up process is set in place to give departments the opportunity to submit the information required by policy/procedures while training departments on those policies. This is the initial step in making sure that documentation is adequate, appropriate and legitimate. This also assists in case of an audit.
When we are responding to a review/follow up, how should we get the information to FSO?
Please reply by email with any items that are copies and explanations. If original documents are being requested, you will need to send a hard copy to FSO. Please email Financial Compliance at email@example.com, or call them at 621-9097 with any questions you may have.
Why is there no materiality on pulling a sample review from all transactions regardless of the amount?
Compliance pulls all the monthly PCDO transactions and from that total population we generate a statistical random sample that is not based on dollar amount, department number or vendor. It is compiled from our total population to reflect a sample that represents the whole as an internal control to evaluate risk.
Foreign Merchant Transactions
How can we determine in UAccess Financials if a PCard purchase was processed by a foreign merchant?
On the Procurement Card Document (PCDO), click on Vendor Name to view the information. Under the vendor state code, the initials of the state or foreign country are listed.
What is the process if an unallowable purchase from a foreign merchant is made on the PCard?
A Self-Reporting Violation (SRV) will need to be completed by the responsible user. Although no reimbursement is needed, a detailed University business purpose must still be included. The department will be required to gross up the amount to pay any tax liability, if applicable.
Why do the invoice amount and the actual amount processed on the PCDO not match, even after calculating the currency conversion?
Payments to a foreign merchant processed as international transactions are assessed a 1.5% fee by the processor/bank (not the merchant). The invoice may be in US dollars or a foreign currency. In addition, the conversion rate will vary depending on the day and hour the transaction was processed.
How is the 1.5% international processing fee on foreign PCard transactions calculated?
In order to calculate the amount of the international fee, open the PCDO and click on the Transaction ID Number and review the currency code under Transaction Original Currency Code.
- If the amount is in US dollars (Code 840), subtract the Transaction Total Amount from the Transaction Original Currency Amount. The difference is the international fee and it should be equal to 1.5% of the Transaction Original Currency Amount
- If the amount is in a foreign currency (other codes), the international fee has to be factored from the total amount. Divide the Transaction Total Amount by 1.015 which will provide the Transaction Original Amount in US dollars. Then, subtract the Transaction Total Amount from the Transaction Original Amount in US dollars.
Example: the Transaction Original Currency Code is 036 and the Transaction Total Amount is $619.44. Divide $619.44/1.015. Transaction Original Amount in US dollars is $610.29. Then, the international processing fee is $9.16 ($619.44 – $610.29).
What object code should be used for the international processing fee on foreign PCard transactions?
Use tax should not be paid on these type of fees. Object code 5535 Purchasing Transaction Fees should be used on a separate accounting line for the amount of the international processing fee.
What payment method should be used for a foreign merchant when the items to be purchased are listed as unallowable in the Purchasing Card Policy Manual? 8.1 Restrictions/Requirements/Limitations
The payment may need to be processed by Purchase Order or Disbursement Voucher through Accounts Payable depending on the type of payment. Contact firstname.lastname@example.org for assistance.