As having open credit cards subjects the University and department to risk in the form of unauthorized use, prospective cardholders and their departments should consider:
- What types of purchases does the employee need to make, and which card would best meet their needs? The Procurement Department does not consider requesting a card “just in case” to be a valid justification.
- If the card is only needed for very infrequent purchases, and if another card within the employee’s department can be used instead.
- If the purchases required can be fulfilled through SCU’s existing supplier base (The vast majority of day-to-day office purchases can be fulfilled through our Punchout suppliers).
Card requests are now submitted through Workday. Users are required to provide a detailed justification of the use case. Requests will route to the department’s Business Unit/Finance Manager and then to the Cabinet-level approver before routing to the PCard team for final review/approval.
Cardholders can monitor their card's running credit through the Bank of America Global Card Access (GCA) portal. Setting up a GCA account allows a cardholder to:
- Set up their PIN
- View available credit
- “Available Credit” vs “Credit Limit” in GCA
- Credit Limit = remaining credit available for spending (NOT your total monthly limit)
- Available credit = Credit Limit - pending charges
- View transaction history
The PCard team can grant temporary spend profile increases to accommodate periods of higher activity. These requests should be conservative, and justification is required. Approval of temporary limit increases will depend on:
- How up-to-date the cardholder is on reconciling open transactions. University policy requires transactions to be reconciled within 45 days of the end of travel or occurrence of expense.
- Whether or not the purchase needs to go through SIRs or REQ to PO.
- Department budget (i.e., if a department has sufficient travel budget).
Temporary spend profile increases may be requested using the PCard/TCard Request Form Process.
Transactions may decline due to:
- Exceeding card limits (per transaction or per month limits)
- Incorrect billing address information
- Card isn’t activated
- MCC restriction
- Suspected Fraud
It is highly recommended that cardholders make an account through GCA or make a note of their spend profile so that they are not surprised by rejected charges due to credit limit restrictions.
To resolve, contact pcard@scu.edu. They can help you identify the reason for the decline and provide solutions.