P-Card Program

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P-Card Program

Contact Info

The P-card Program is managed by the Comptroller’s Office. Any questions can be submitted via email to uiwcc@uiwtx.edu.

User Documentation

P-Card Policy
Log In Guide
How to Create Expense Reports for cardholders and level managers
How to Create Expense Reports for account group managers (admin access only)
How to Review Expense Reports for level managers

FAQ’s P‐card Program

A P‐card is a University credit card issued to employees who have a business need to make small or frequent
purchases on behalf of the University.

What is GRAM? Open

Global Reporting and Account Management (GRAM) is a Bank of America and MasterCard portal used to
reconcile P‐card activity. Beginning with the June 2019 statement, all statements should be reconciled electronically on GRAM. Paper settlements will no longer be accepted. See the ‘GRAM Log In Guide’ for more information on how to log in and the ‘How to Create a Monthly P‐card Expense Report Guide’ for more information on reconciling your statement using GRAM.

What kind of access to do I have? Open

There are 3 types of access in GRAM. Cardholder, Level Manager and Account Group Manager. If you approve P‐card Expense Reports, you are a Level Manager. If you support cardholders in preparing P‐card Expense Reports you are an Account Group Manager.

What can I use my P‐card for? Open

P‐cards can be used for travel and entertainment and most purchases under $1,000. See ‘Credit Card/Purchase Card Policy’ for more information.

I already have a University credit card; do I need a new card? Open

No, replacement cards are not issued. The existing University credit cards will be used as P‐cards

How do I order a P‐card? Open

An employee’s supervisor can email uiwcc@uiwtx.edu to request a card. The request should include the
employee‘s name, school ID number, home org and requested monthly credit limit. P‐cards take about 10 business days from request date to arrive.

How do I get my PIN? Open

You can log in to Global Card Access. If you have not setup your account, you can email uiwcc@uiwtx.edu to obtain log in information.

I lost my card. What do I do? Open

Call 1‐888‐449‐2273 to report your card lost or stolen. Bank of America will freeze the lost card and initiate a case to issue a replacement card.

My card was declined. What do I do? Open

Cards can be declined for wrong pin, fraud alert, bad chip read, etc. Call the number on the back of your card to verify the charges.

How do I get my monthly credit limit adjusted? Open

Temporary (30 days maximum) or permanent credit limit adjustments can be requested by supervisors by
emailing uiwcc@uiwtx.edu. These can be done during business hours only (Monday – Friday, except holidays)
and are effective immediately. Once the change has been made, the P‐card holder will be notified.

I still have questions and I need help. What do I do? Open

Email uiwcc@uiwtx.edu with any questions.

FAQ’s Monthly P‐card Expense Reports

What is a P‐card Expense Report? Open

A P‐card Expense Report replaces the monthly credit card settlement. It is the process of reconciling P‐card
activity by assigning an appropriate account number, expense description and uploading supporting
documentation

How do I create a P‐card Expense Report? Open

See the ‘How to Create a Monthly P‐card Expense Report Guide'.

How many P‐card Expense Reports should I have? Open

P‐card Expense Reports should be submitted on a monthly basis. Only one report per month.

When do I submit the P‐card Expense Report? Open

P‐card Expense Reports are due within 10 business days of the statement date. Activity can be coded and
support can be attached as expenses are incurred, but P‐card Expense Reports should not be submitted until
after the statement cycle closes. Our statement cycle is from the 28th to the 27th.

Who can submit P‐card Expense Reports? Open

Cardholders must submit P‐card Expense Reports. Employees who have Account Group Manager access can
support cardholders in preparing P‐card Expense Reports but should not submit a report on behalf of another
cardholder. See the ‘How to Create a Monthly P‐card Expense Report Guide’ (step 14).'

Do I still need receipts? Open

Yes. Each transaction should have supporting documentation including a receipt. Receipts will be electronically
uploaded into GRAM. Although original paper receipts will no longer be submitted, cardholders must retain
original receipts. See the ‘Credit Card/Purchase Card Policy’ for more information on receipt retention
requirements.

How do I upload receipts? Open

Click on the cloud or camera icon to upload images. You can upload images by taking a picture or scanning the
support. See the ‘How to Create a Monthly P‐card Expense Report Guide’ (step 8).

Can I upload multiple documents? Open

Only one document can be uploaded per transaction. If multiple documents are required, you will need to
combine the support into one PDF file.

Can I charge a single transaction to multiple accounts? Open

Yes. Click on the box icon to split a transaction. You can split a transaction based on percentage or amount. See
the ‘How to Create a Monthly P‐card Expense Report Guide’ (step 7).

I received an email stating my P‐card Expense Report was rejected. What do I do? Open

P‐card Expense Reports may be rejected by the Supervisor or the Program Administrator (Comptroller’s Office)
for a variety of reasons which may include an illegible receipt, wrong account number, inadequate expense
description, unallowable expense, etc. If your P‐card Expense Report has been rejected, log in and check the
comments to see why it was rejected. See the ‘How to Correct a Rejected P‐card Expense Report Guide.’