|Procurement & Contracting Services is proud to bring you a convenient, safe way to make small dollar purchases and monitor your expenditures. The Purchasing Card (PCard) eliminates, as much as possible, the need for purchase orders and direct reimbursements by allowing designated staff and faculty to make purchases with a University credit card.||
To view the Purchasing Card informational video (approx. 70 seconds) click here.
April 2014 PCard Quick Tips (Tri-fold) Helpful hints for looking up PCard Information and PCard Reports
Campus PCard Application and PCard Transfer Checklist Use this to assist in preparation of PCard Applications and PCard Transfers
2/17/14 Please note: There is a revised Individual PCard Application Form. Please delete any saved blank Individual Application Forms as these can no longer be accepted.
2/17/14 There will be a change to (PCDO) PCard Transaction id numbers that load into UAccess Financials. PCard Transaction id number will be increasing in length due to a JP Morgan Chase banking platform change. This change will not affect transaction id numbers on existing PCDO’s.
2/14/14 On Wednesday, February 12, 2014, 791 PCard Transactions (PCDOs) from November 23, 2013 were loaded, resulting in duplicate PCDO transactions.
This error is being corrected tonight, Thursday, February 13 by updating UAccess Financials with additional offsetting PCDO transactions to reverse the duplicate entries.
Both the duplicate transactions and the offsetting transactions should be reconciled and approved. However, it is not necessary to submit copies of receipts or documentation for the duplicate transactions and offsetting PCDO transactions. Unfortunately, there isn’t a way to approve or reconcile these in an automated way. We recognize that this creates additional work for the departments and we apologize for the inconvenience.
Normal Reconciliation/Approval time frame in which to complete this process has been extended by three calendar days.
Thank you for your patience while we investigated and resolved this issue.
12/17/14 PCard Transactions: Reconciliation and Fiscal Officer Approval on PCard Transactions that have the 14th calendar day landing within the Holiday/University Closure will be extended. Any PCard Transaction eDocs that are created over the Holiday/Closure will have 14 calendar days for reconciliation and approval beginning January 2nd, 2014. Please contact the Main PCard Office at 520-626-9091 with any questions.
Reminder: If your PCard has been lost or stolen, or you see a fraudulent transaction in UAccess Financials contact the PCard Office immediately. If you are unable to reach a PCard staff member directly and/or it is after hours or on the weekend - Contact JP Morgan Chase Customer Services at 800-270-7760 for assistance (do not just leave a message for the PCard Office). Please be sure to follow up with PCard Office providing all of the details including what action was taken by JP Morgan Chase.
FY14 Purchasing Card JPMorgan Chase Statement Cycles:
- 6/7/13 - 7/5/13
- 7/6/13 - 8/6/13
- 8/7/13 - 9/6/13
- 9/7/13 - 10/7/13
- 10/8/13 - 11/6/13
- 11/7/13 - 12/6/13
- 12/7/13 - 1/6/14
- 1/7/14 - 2/6/14
- 2/7/14 - 3/6/14
- 3/7/14 - 4/7/14
- 4/8/14 - 5/6/14
- 5/7/14 - 6/6/14
- 6/7/14 - 7/7/14
6/10/13 REMINDER: PCard Post Dates can occur up to several days after the transaction is made. Keep this in mind when making a PCard purchase towards the end of June. All FY13 PCard Transactions MUST have a Post Date of June 30, 2013 or earlier
May 2013 - On Monday, April 14, 2013 UAccess Financials PCard Transactions (PCDOs) were triplicated in error resulting in two additional PCDO’s for the same expenditure. This error was corrected on April 16, 2013 by updating UAccess Financials with two offsetting PCDO transactions to reverse two of the triplicate entries, thus generating five PCDO transactions for the same expenditure.
FSO/Operations only requires the original invoice/receipt for the initial transaction as supporting documentation as it is not necessary to submit copies for the offsetting PCDO transactions. The two additional PCDO transactions have accounting entry offsets and no supporting documentation is required. Please contact the FSO office with any questions or clarification at 520-621-9097. PCard Documentation should be submitted to FSO / Operations PO BOX 210158 Room 402 Campus
April 2013 - Clarification to Policy 6.1.2 Referencing Tips exceeding 20% (Pre-Tax Amount)
FY13 Purchasing Card JPMorgan Chase Statement Cycles:
- 10/6/12 - 11/6/12
- 11/7/12 - 12/6/12
- 12/7/12 - 1/7/13
- 1/8/13 - 2/6/13
- 2/7/13 - 3/6/13
- 3/7/13 - 4/5/13
- 4/6/13 - 5/6/13
- 5/7/13 - 6/6/13
- 6/7/13 - 7/5/13 * correction
Older FY13 Statement Cycles
- 7/9/12 - 8/6/12
- 8/7/12 - 9/6/12
- 9/7/12 - 10/5/12
July 10, 2012 Reminders:
- Liaisons are required to submit PCard Delete forms on individual PCards for terminating/retiring cardholders, and Transfer forms on Department PCards when the responsible cardholder terminates/retires.
- Reconciler Workgroup forms are to be submitted by Liaison when a Reconciler Terminates/Retires.
- During the time frame of 7/10/12 to 7/16/12 PCDO's with July Post Dates can NOT be reconciled to Capital Object codes these will now have to wait until after 7/16/12 to be completed.
- If a PCard has PCard Plus - and is being used at an event held at a restaurant in a Hotel i.e. Starr Pass, Marriott, Arizona Inn -PCard Administration must be contacted prior to the event to lift the block.
April 16, 2012 Important Reminder: when activating a PCard DO NOT enter last 4 digits of SS#, use EMPLID.
November 21, 2011
Standard MCC Code Listing for PCards:
- 951 (Basic PCard)
- 954 (PCard Plus Enhancement)
- 957 (PCard Travel Enhancement)
October 5, 2011
In UAccess Financials Do Not use the group feature to request addition/deletion of PCard Reconcilers in Workgroups. Continue to use current process.
October 4, 2011
FY12 Purchasing Card JPMorgan Chase Statement Cycles:
- 10/7/11 to 11/7/11
- 11/8/11 to 12/6/11
- 12/7/11 to 1/6/12
- 1/7/12 to 2/6/12
- 2/7/12 to 3/6/12
- 3/7/12 to 4/6/12
- 4/7/12 to 5/7/12
- 5/8/12 to 6/6/12
- 6/7/12 to 7/6/12
August 3, 2011
As we approach the Kuali “Go Live” date of 10/1/11 department Reconcilers and Approvers should begin to run their PCard Reports and data mine information for their respective areas. PaymentNet access will be restricted to “view only” upon Kuali go live. No access will be granted to PaymentNet after go live. PaymentNet “view only” access will only be accessible until November 1, 2011.
Departments should also review PCard limits for any necessary increases/decreases, and also order of additional PCards if they believe they will need them during the cutover time frame when REQ’s and Arizona Buyways options will not be available.
Note: New PCard applications and transfers will not be processed during the time period of: 9/23/11 to 10/7/11
A wallet size PCard general guidelines card with excerpts of Purchases Allowed and Not Allowed (pdf) can be printed.
Customer Service: Phone: 626-9091 Fax: 621-1245
Purchasing Card Staff
- Arizona BuyWays
- Central/AHSC Receiving
- Contracting Office
- Postal Services
- Printing Services
- Purchasing Card
- Purchasing Office
- Records Management & Archives
- Small Business Utilization Program
- Stores Inventory
- Surplus Property