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.

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.

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.

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

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

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.

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.

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.

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.

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.

Email uiwcc@uiwtx.edu with any questions.

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.

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

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

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

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. The statement cycle is from the first and last day of the calendar month.

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 Expense Reports for account group managers Guide’ (step 17).

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.

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).

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

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).

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.’

Email uiwcc@uiwtx.edu with any questions or to schedule a session for assistance with your P‐card Expense Report.