Frequently Asked Questions - PCard Program

The PCard Training containing hotel enhancement and single transaction limit policy changes is required to be added into any additional PCard Department and/or PCard Role.

  • Liaison(s) are required to complete the PCard Training (EDGE Learning) in order to be added into the role for a department
  • Certification: Information Security Awareness training (EDGE Learning)

The Elevated Security Privilege Training is required annually for University employees with financial roles.

There may be many reasons for a PCard to decline. These may include the following:

  • Chip/Pin Card not activated
  • Attempting to use an old card
  • MCC coding on PCard is restricted - See Enhancement requirement
  • Merchant side declines - Merchant entered card details incorrectly
  • Hold placed on PCard by JP Morgan Chase for verification of validity on attempted transaction

Contact the PCard team at 520-621-9097 or to research why card is declining and what steps to take.

Refer to the Policy Manual regarding these types of Enhancements

  1. PCard Plus: Code 954
    • Business Meetings, Business Entertainment, Employee Farewell, Employee Recognition/Service Awards
  2. Travel Enhancement: Code 957
    • Employee Travel and Non-Employee Travel
  3. Hotel Enhancement: Code 960
    • Employee hotel only. Refer to Policy 6.3. Note: Travel enhancement is also required to add hotel enhancement.

Refer to Policy 6.3

  • Traveler must review and adhere to FSM Policy 14.00 Travel
  • If a credit card authorization form is required, the cardholder will only include the last 4 digits and not the three-digit security code. The cardholder will contact the hotel via phone after faxing the credit card authorization form and provide additional information verbally. Traveler should verify with the hotel all information has been provided and that hotel has this on file for the reservation.
  • University Employee must present a personal form of payment (i.e., personal credit card) at time of check-in at hotel for all incidentals.
  • Object Codes to be used transaction(s):
    6142 – Travel-In State Hotel
    6242 – Travel-Out of State Hotel
    6342 – Travel-Foreign Hotel
  • Hotel is a separate enhancement. Security features on University cards inclusive of Merchant Category Codes will be blocked unless the PCard has the hotel enhancement turned on.
  • Some hotel restaurants have a merchant category code as a hotel instead of a restaurant, which may be why the charge declined.
Financial > General - Purchasing Card > Card Transaction Tab > Transaction Detail by Organization enter your criteria (last four digits of the card, Organization Name) run this report using (Postdate criteria between) use billing cycle dates from the PCard web page.
  • In UAccess Financials: Click on the Accounting tab (make sure Reference and Administration box just below Search Bar are checked). Click "Procurement Cardholder Defaults"
  • Alternative option: Type "Procurement" in Search Bar. Click "Procurement Cardholder De-faults" (not PCard, or Purchasing). Enter Default Org code. Search.
  • In Analytics: You can look up this information in Financial > General - Purchasing Card > Cardholders Tab > enter your criteria (last four digits of the card, Organization Name, Reconciler Group Name, Cardholder Name) use the Cardholder Profile Report. Keep in mind there is a one-day delay of data from UAccess Financials.
Yes, UAccess Financials eDoc numbers have been added as searchable criteria on the reports in: Financial > General -Purchasing Card > Card Transaction Tab
Costco no longer allows University employees to shop in-store without having a Costco Membership Account. See the new process for purchasing from Costco.
Contact Costco Representatives Kristie Senne or Moncia Adam at 520-886-9563.
  • Contact JP Morgan Chase Customer Service at 800-270-7760, they will assist in cancellation/reissuance of PCard.
  • Email and provide all of the details along with the actions taken by JP Morgan Chase.
  • The PCard team will contact you with additional steps necessary depending on the type of PCard issued (Individual or Department PCard).

A disputable transaction is due to an error by the merchant in billing between the merchant and cardholder. Some examples include charged card multiple billings, billing wrong amount, billing without receiving merchandise, billing on a canceled order.

Fraud is defined as unauthorized transaction(s) made with a lost, stolen, compromised or counterfeit card/card number.

Yes, email to discuss the University Amazon Business Account for use with Individual PCards (not for use with Department PCard). An email invitation will be sent directly from the PCard team to join the program. To access the University Amazon Business Account portal, go to the University Bookstore website lower right corner.
  • When completing the setup of your Individual PCard within the University Amazon Business Program through the email invitation, the First Name/Last Name fields must match the First Name/Last Name listed on your Individual PCard.
No. JP Morgan Chase monitors expiring cards during the expiration month and will send a new PCard directly to the address associated with the PCard. If you do not receive the PCard prior to one week of expiration, contact the PCard team.
No, the bank will not require an employee's Social Security Number associated with a University PCard. If the bank does ask for your SSN, please refer to the caller to the PCard team for any information.
  • If you are an Individual PCard cardholder, contact your department Liaison and request they have your PCard placed on a temporary hold until you return to work.
  • If you are the Responsible Cardholder of a Department PCard, ask your Liaison to complete a transfer form assigning someone new as the Responsible Cardholder. Another transfer form will be required to change responsible cardholder status back to you upon your return.

The bank billing cycle date is the 6th of the month.

  • If the 6th is on a Saturday, the billing cycle date changes to Monday the 8th.
  • If the 6th is on a Sunday, the billing cycle date changes to Monday the 7th.
  • The limit refresh date is on the day following the billing cycle date.
A University PCard can be issued to any employee in a paid active status.
  • An Individual PCard is an Individual credit card in the employee’s name to be utilized to conduct University business efficiently and timely. These expenses must have a valid business purpose and paid with University funds.
  • A Department PCard is a credit card that can be transferred/shared within the unit with proper documentation. The name on the card is the department name to initiate efficient and timely purchases. The expenses must be business-related and paid directly from University funds.
No, you cannot share your individual PCard with another employee. However, you can make purchases on behalf of another employee.
No, you cannot check out a Department PCard to a non-University employee. (Ex: Students, Volunteers, and Designated Campus Colleagues)

Yes, all policies and procedures governing a sponsored account apply in the PCard Program.

  • Note: Sponsored Project account numbers cannot be used as defaults.
  • Note: Sponsored Project account numbers cannot be used on PCard Plus transactions.
3820; 3870; 5520; 5540; 5535; 5560; 5810; 5830; 7810; 7820; 7830; Refer to Expenditure Object Codes
Tips to merchants (i.e., restaurants) exceeding 20% of total bill are unallowable.
Reference: Policy 9.10 Requisitions/Reimbursements
To avoid being charged use tax on airline ticket transactions the tax-exempt checkbox must be marked. If you forget to mark the checkbox, a General Error Correction will be required to reverse the use tax.
The Single Transaction Limit is $10,000. It is recommended that increases only be requested for cardholders that will have a consistent need for an increased limit. It is also recommended that the lowest practical limit be set in order to minimize risk. Temporary increases are available upon request.
Yes, please refer to PCard Policy 8.1 Restrictions/Requirements/Limitations. If purchasing items listed on Restricted chart, a notation should be added into the Notes/attachments on the eDoc, Indicating Consumer quantity as listed in 8.1 with details.
More details regarding items that are under Policy 8.1 related to Restricted (7) can be found on the Risk Management website