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Cards will be mailed to the cardholder’s home address as listed in Oracle.

Obtain a Purchasing Card (P-Card) Missing Documentation Affidavit. Financial Affairs management may take action if this affidavit is excessively used.

Supporting documentation must be an invoice or receipt with the following information:

• Vendor Name
• Items Purchased
• Cost for each item
• Total Transaction amount

If used for entertainment or business meals, a list of attendees is required.

No, a journal entry must be processed to pay internal departments.

You and your department have two options to resolve personal P-Card purchases:

1. Code the transaction as unallowable and reimburse UAB (see FAQ below for guidance).
2. Attempt to have the charge credited back to the P-Card.

Procedure for reconciling unallowable expenses:

• The transaction should be coded to the P-card Unallowable account (PTAO) 333644.01.01.2018232.10, Expend Type 8609998
• Cash, checks or money order: Payments made out to UAB should be sent to the Financial Operations Dept – AB160.
• Include a deposit slip and reference “Unallowable P-card” on the deposit line, depositing to the same account number above.

Compromised P-Cards must be reported immediately to the card issuer using the number on the back of the card. The Cardholder must also notify any card Proxies as well as P-Card Services about the lost/stolen card at the first opportunity during normal business hours.

Submit a P-Card Account Maintenance form and include all relevant documents supporting your request.

Yes. When transferring from one department to another, a Cardholder should initiate the cancellation of their P-Card in the previous department and, upon direction from their new department's administrator, apply for a new P-Card.

No, using a P-Card to purchase controlled substances, including radioactive materials and pharmaceuticals, is prohibited. Instructions for ordering these materials with an Oracle purchase order requisition can be found here.

No, the number in the PCARD Review form Invoice Number field is created when UAB creates the document in Oracle. The Purchase Identifier field will include information from the vendor such as the BuyUAB PO number, invoice number, or other order-related information (i.e., Airgas Rent charges or Airgas standing order charges).

To ensure timely completion of P-Card transactions, it is required that all transactions are submitted within 10 days of posting. Email notifications will be sent to Cardholders and Proxies once a transaction is posted for review. For any transactions that remain incomplete, daily notifications will commence on the 10th day to remind all parties involved.

No, account/object codes will not auto-fill but you will be able to search by utilizing the list of values (LOV) function from the Distributions screen.

Use the “Add Documentation” button to enter the UAB business purpose, along with any additional information to help code your transaction. The “Add Documentation” screen also contains additional information from the merchant.

Once data has been submitted it cannot be changed. If there are any errors, reject the submission and send it back to the requestor.

You will upload all supporting documentation into OnBase from the PCARD Review Form.

• The vendor’s name will appear on the PCARD Review form itself (as “Merchant Name”).
• In UAB AP End User, the merchant’s name and last four of the card are displayed on the invoice at the distribution line level.
• The MAS report(s) and Transaction Download report will show the merchant’s name and last four of the card number.
• For Journal Entries, the merchant’s name and last four of the card will be populated in the Description line.

No, approvers do not receive daily email notifications. All transactions awaiting your approval will be found in your Oracle Personal Worklist.