PCard

Emburse Login

About

The PCard is the preferred method of payment for allowable goods and services per the Procure2Pay Guidance document and the Card Allowable/UnAllowable List, both referenced on this site. The PCard is ideal for one-off small dollar purchases, University travel related expenses, and international transactions. The Single Transaction Limit is $4,999.99. The Card is a Visa card issued through Bank of America and is governed by the State of NC Card contract 946A (Procurement Card) and UNC Greensboro policies.

PCard may be used wherever Visa is accepted, within the prescribed limits set forth in the Card policies and Procurement guidelines. A PCard may be issued to a Department or to an Individual.

Misuse of a PCard, including but not limited to violation of this regulation or applicable state law, or failure to adhere to the terms and conditions of the cardholder agreement as defined below, will result in revocation of the PCard, potential disciplinary action up to termination, and possible filing of criminal charges. In addition, as a condition for use of the PCard, an employee who is issued a PCard agrees that his or her respective institution may direct repayment or withhold from the employee’s paycheck an amount equal to any unauthorized PCard charges made by the employee.

Individual PCard

Issued to and used only by a specific individual who is an active UNC Greensboro employee.

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PCard Calendar – Monthly Deadlines for Fiscal Year 2026

Monthly Statement	PCard Cycle Post Dates	Statement Date	Final Date for Transaction to Post to Banner
July 2025	06/26/25 – 07/25/25	07/25/2025	08/05/25
August 2025	07/26/25 – 08/25/25	08/25/2025	09/05/25
September 2025	08/26/25 – 09/25/25	09/25/2025	10/06/25
October 2025	09/26/25 – 10/25/25	10/25/2025	11/05/25
November 2025	10/26/25 – 11/25/25	11/25/2025	12/05/25
December 2025	11/26/25 – 12/25/25	12/25/2025	01/05/26
January 2026	12/26/25 – 01/25/26	01/25/2026	02/05/26
February 2026	01/26/26 – 02/25/26	02/25/2026	03/05/26
March 2026	02/26/26 – 03/25/26	03/25/2026	04/06/26
April 2026	03/26/26 – 04/25/26	04/25/2026	05/05/26
May 2026	04/26/26 – 05/25/26	05/25/2026	06/05/26
June 2026	05/26/26 – 06/25/26	06/25/2026	TBD

Holidays and Weekends may impact these dates.

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Procedures / How-To’s

The following Procure2Pay guidance document has been created to assist departments in determining the proper acquisition and payment process for the most common goods and services. Questions, please contact Procurement Services (procurement@uncg.edu) or Accounts Payable (acctpay@uncg.edu).

As a state of NC institution many factors were considered and weighed as we formulated this Guidance Policy for the campus. Factors considered include:

compliance with State of NC policies and laws
compliance with Federal policies and laws
compliance with UNCG and UNC System policies
ensuring adherence to University standards
Risk reduction and mitigation
ability to track and manage Contracted Spend
ability to capture Sustainability metrics
ability to highlight environmentally friendly, sustainable and energy efficient products and services
ability to capture NC Historically Underutilized Businesses (HUB) metrics
ability to promote diverse and disadvantaged suppliers
efficiencies gained in Procure2Pay processes

Please review the Emburse PCard Training PowerPoint. Please review the PCard Training PowerPoint.

Questions about Emburse? Please contact pcard@uncg.edu. PCard office will be hosting Open forum drop-in sessions every day on teams during go live week. Please check out the UNCG WorkShops website to find these sessions.

How-To Videos

Adding Allocations
Approving a PCard Expense Report (PCard Approver)
Assigning a Delegate (PCard Reconciler)
Attach Receipts
Help Center
Get Help with the Mobile App
Getting Started
How to View Inquiry Reports
Quick Start to Create & Submit Reports
Track Your Submitted PCard Reconciliation Reports (PCard Delegate, or Reconciler)
Approver to Assign a Delegate to Approve for Them
- Only one approval delegate may be assigned for you at a time.

How To Process Disputed Transactions/Fraudulent Charges Claims

It is critical that on every Claim or Dispute that the Cardholder immediately call the Claims Dept to put in the Claim. The Claims Dept is the best contact to follow up on both Dispute and Fraud Claims, once the request has been submitted, as they will have all the details concerning it.

To file the claim the cardholder will contact the following:

Claims Dept (for a Dispute on a transaction where the cardholder has communicated with the Merchant).

Claims Dept: 888.449.2273, Option 4 and then Option 2 (from 9:00 am to 7:00 pm, EST, Monday – Friday, except on Holidays)

Fraud Dept (for a fraudulent situation where the cardholder has never had any contact with the Merchant).

Fraud Dept: 866.500.8262 (open 24 hours a day / 365 Days a year)

Once the Fraud Claim is filed, all follow up will be with the Claims Dept. Claims Dept: 855.521.1795 (from 9:00 am to 7:00 pm, EST, Monday – Friday)

Please attach the Commercial Card Claims Statement of Disputed Item to the transaction in Emburse when processing the expense report for the disputed transaction.

Note: This process can take up to four weeks. The credit can take up to 60 days to post to your account. A transaction can be disputed with the bank within 60 days of the billing close date, the date of the billing statement in which the transaction first appears.

Additional Resources

The most recent User Guide is located at the bottom of the Works Application page.

User Guide as of 8/1/2021

Mobile wallets allow a cardholder to add their account into a mobile device to make secure payments. They can be used at the point-of-sale, using contactless capabilities, as well as online, using in-app or online checkout functionality.

Bank of America has developed the Global Card Access website and mobile app to provide card holders with a single point of access to self-service tools such as PIN check and Alerts registration. It is important as a UNC Greensboro PCard holder, that you monitor the activity on your PCard. Global Card Access is a mobile friendly website that will help you manage your UNC Greensboro PCard.

Emburse automated approval process uses both the Banner HR Supervisor and the Banner Financial Manager. Please see the instructions below for how to request an update to the approver(s):

Financial Manager Change in Banner FTMFUND

Email: Send an email to finance@uncg.edu and Kerri Jordan at knfryar@uncg.edu.
Copy: Include the Department Head or Dean in the email.
Details: List the Fund Number and the name of the new individual.

Supervisor Approval Change in Banner HR – NON FACULTY

Request: Your HR departmental lead will request the change in ePosition.
Link: ePosition Management – https://hrs.uncg.edu/classification-compensation/e-position/.
Questions: Direct any questions to hrcomp@uncg.edu.

Supervisor Approval Change in Banner HR – FACULTY

Process: Your HR department lead will process the change via PPAF.
Link: PPAF – https://ssb-landing.uncg.edu/.
Questions: Direct any questions to Faculty Personnel Services (Provost Office) at fps@uncg.edu.

Interim Solution

Delegate Assignment: You can assign a delegate in Emburse for either role (user or approver).
Reference: Emburse Procedures – https://procurement.uncg.edu/pcard/#procedures.

Once the updates are made in Emburse, the user will need to recall and resubmit the report to ensure it routes to the new/expected approvers. Reference the user guide for assistance – https://procurement.uncg.edu/pcard/.

If you need any further assistance, feel free to ask by emailing PCard@uncg.edu.

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Forms and Links

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Allowable / Unallowable List

Material / Supplies / Commodity

Services from Incorporated Suppliers (INC)
Services from Limited Liability Corporations (LLC)
Advertising*
Off-campus Catering, Fast Food (refer to food section for more details)
Groceries**
Computers (SpartanMart only)
iPads (5Ws and product Serial Number required)
Utilities (cell phones, pagers, cable, etc.)
Professional Licenses (In-line with job duties)
Rental orders (one-time/non-recurring only; not monthly, annual rent/lease agreements)
Memberships
Recruiting Services
Subscriptions and Magazines (delivered to UNCG address)
Shipping and Handling
State/Federal Surplus and Purchases from State Agencies
Postage (for specific mailing only)
UNCG Bookstore (Barnes & Noble)
UNCG Dining and Catering
Office Supplies
Managed Printing Services (MPS)

*Proof of advertisement must be kept on file within the department.

**Refer to: UNCG Basic Spending Guidelines.

Travel*

Transportation
Commercial Airline, Railroad (coach rate)
Rental Cars, Bus (to destination), Taxi (including tip)
Airport Limousine, Shuttle Service (including tip)
Bus or other Public Transportation (between airport/station and hotel)
Internet Services, telephone calls (approved business related)
Rental Car Insurance in a foreign country
Hotel Room
Registrations
Parking
Gasoline (rental cars only)
Travel Agent Fees (although it is recommended to make own travel arrangements)

*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.

All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.

Material / Supplies / Commodity

Maintenance contracts
Rent/Leases (recurring monthly, annually, etc.)
Tuition Payments
Consulting Fees/Services
Services from Independent Contractors
Legal Fees/Services
Medical Fees/Services
Personal/Unapproved/Unofficial Purchases
Commitments for greater than one fiscal year
Commitments that span fiscal years
Transactions that Exceed or Circumvent Spending Limits
Gasoline (other than rental car)
Furniture (with the exception of one office replacement chair)
Controlled Substances
Sit-Down meals*
Charitable contributions
Insurance
Cash or Cash Advances
Moving Expenses
Construction or Renovation Services

*Refer to: UNCG Basic Spending Guidelines.

Travel

Restaurants (casual or fine dining)/Food/beverages
Limousine (other than airport)
Any transportation method not directly related to business
Hotel Services/entertainment, including, but not limited to:
- Movies
- Sauna
- Room Service
- Gym/Weight Room
- Refrigerator/Microwave requests
- Foldaway Bed requests
- Laundry (hotel or outside)
- In-room Vending
- Meals/beverages
- Tips (other than stated as allowable)
- In-room Vending (stocked fridge/bar, bottled water, etc.)
Insurance of any kind except car rental insurance in a foreign country. (The University has an insurance policy for rentals inside the U.S.)
Tours or Other Social Activities
Expenses of a Personal Nature
Any travel arrangements for Non-Resident Aliens*

All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.

The PCard may NOT be used for any other UNCG entity. Please use Emburse.

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PCard Compliance

Delegation of authority to purchase goods using the PCard is a privilege that automatically ceases upon separation from the university or reassignment to another department. The PCard Administrator reserves the right to revoke or cancel PCards where cardholders fail to comply with policy and/or procedure. When deemed necessary by the PCard Administrator, additional information may be requested on any PCard transaction for audit purposes. Audits are performed randomly throughout the month to determine whether or not purchases are made in accordance to State/Federal and University Policies as well as Spending Guidelines. When there is a finding that policy or procedure is not compliant, the PCard Administrator will file for disciplinary action via a PCard Compliance Review Form.

Non-Compliance Issues include but are not limited to:

Failing to reconcile by the deadline
Failing to approve by the deadline
Accidental personal purchase
Split transaction to circumvent spending limit
Inappropriate or unallowable purchase
Failure to comply with NC State Contract Terms
Using Debarred vendors
Gift Card issues
Missing or inadequate receipt
Missing 5 Ws, (Who, What, When, Where, Why) information
Sales tax issues
Misappropriation of funds
Multiple charges to a vendor that total an amount that exceeds the Single Transaction Limit ($4999.99) and are made on the same day (or within a period of time)
Other issues deemed as minor by the Procurement Services Department

When planning a purchase that will approach the Single Transaction Limit, be sure to consider the total procurement price. The total procurement price must include the total acquisition price, ie., cost of goods/services plus shipping, installation, ancillary items, training, tips, etc. It is imperative that the total procurement price in under the Single Transaction Limit before making a purchase on your PCard.

If you need to make a purchase that is above the Single Transaction Limit ($4999.99), contact the PCard Office at pcard@uncg.edu.

Disciplinary Actions for non-compliance will be communicated via PCard Compliance Review Form:

First Offense – Written warning and/or two-week suspension
Second Offense – Written warning and two-week or up to one month suspension
Third Offense – Written warning and revocation of card for one month to permanent. If there is found to be just cause for unsatisfactory job performance, you will be referred for dismissal subject to the disciplinary action of the employee’s status (e.g., EHRA non-faculty, SHRA, temporary, etc.)

(Any of these offenses may include a request for the PCard holder to repeat PCard training.)

Note – The Procurement Services Department reserves the right to determine the consequence depending on the severity of the infraction. Willful misuse may result in immediate suspension of the PCard and/or termination of the card. Infractions, at any offense, may be handled on a case-by-case basis and may result in immediate termination of PCard and be subject to disciplinary action subject to the employee’s status (e.g., EHRA non-faculty, SHRA, temporary, etc.), up to, and including, separation of employment. If violation of this policy also results in a violation of law, the violation may also be referred for criminal or civil prosecution.

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