Main Menu
Purchasing Card
UShop
Home Purchasing Card Upcoming Changes to PCard Process

Upcoming Changes to PCard Process

FAQs

General

  • The University of Utah’s PCard process is about to undergo significant changes due to three factors:

    1. the university’s move to a new card service provider
    2. the retirement of the old PCard reallocation software
    3. the integration of PCard into the Concur system

    These changes will begin in fall 2024 and will last through spring 2025.

  • The university’s contract with JP Morgan Chase expires on December 31, 2024. We conducted a solicitation for a new bank card provider and a committee evaluated and scored each proposal based on the requirements and criteria of the Request for Proposal (RFP). US Bank secured the highest score and was determined to be the best value for the University of Utah.

  • Yes, continue to use your card as usual. It will be replaced with a new card, issued by US Bank, but we don’t anticipate any interruption in your ability to make purchases. More information will be provided as we get closer to the transition.

  • Cards will be replaced December 2024. More information will be released as it becomes available. 

  • Our goal is to provide as smooth a transition for you, with no interruption in purchasing.

  • A PCard advisory committee convened to analyze the merits of various software solutions commonly used in higher education. After reviewing demonstrations from several companies, the committee determined that SAP Concur was the best option to help automate the PCard process, simplify expense management and make the overall process more efficient.

  • The current reallocation software will no longer be available after the transition takes place. The move to a new provider gave Financial Services an opportunity to take a larger look at the way the existing PCard system was operating and decided to retire the software. The system has become unreliable, requiring significant maintenance that is outside the scope of UIT support.

  • Several features, like transaction reconciliation and receipt upload, will feel very similar to Concur Travel. You’ll also notice the convenience of being able to use a mobile app to take pictures.

  • You will receive communication about the specific steps needed. In general, existing cardholders will need to 1) complete a short training about how to use the new Concur process, and 2) complete an attestation in Concur which captures your agreement to the terms and conditions of the new cardholders. More information on these steps is forthcoming. 

  • No, the new PCard does not replace current Travel cards. They are still separate programs. As part of the re-carding process, you will receive a new Travel card. Questions about the Travel card re-carding can be directed to the Travel office at travel.utah.edu.

Application and Activation

  • New cardholder application for PCards issued by US Bank will be available in Concur starting December 1st. US Bank cards will not be issued until the week of December 26, but applications can be submitted early for those applicants that want to be first in line for a new US Bank card. Please note: New cardholder applications for US Bank are not required for existing PCard holders. Existing PCard accounts will be migrated and will have a separate application/validation process. 

  • If you are a current PCard holder, you do not need to reapply. The PCard office will use your previous application to create a new US Bank card for you. 

Deactivation and Closure

  • Complete the Account Closure Request found here. Once the closure request is submitted, please destroy your JP Morgan card.

  • Deactivate your JP Morgan card after you activate your US Bank card and make your first successful transaction with the US Bank card.

  • After receiving and activating your US Bank card, please update any auto-bill systems tied to your old card. Do this before requesting your JP Morgan card to be closed.

  • JP Morgan cards will be closed when you submit the Account Closure Request form found on the PCard website. If cards are not closed by January 31, 2025, they will be automatically closed by the bank.

  • Once your new US Bank card is activated, you will submit a PCard card closure request to close your old card. Transactions made on a JP Morgan card will use the existing reallocation software. Transactions made on the new US Bank card will be allocated via Concur. 

Concur

  • If you currently have access to Concur for Travel, you will also have access to Concur for PCard. Concur accounts will automatically be created for existing cardholders migrating to the new system. Accounts will be created for Account Executives and manager approvers. For anyone who does not fall into one of those categories, a ServiceNow form will be available to request a Concur account be created for you. 

  • Delegates may action PCard expense reports in Concur on behalf of their cardholder. They can add receipts, assign chartfields, and leave comments. Delegates cannot submit the report. Only the cardholder can submit the report.

  • By submitting the report, the cardholder is agreeing that all transactions on their PCard are valid and in the best interest of the university. The cardholder is the only person who can agree to that attestation.

  • The Purchasing Card office has the ability to reassign the expense report to another user, or to help prepare the report on the cardholders behalf. You can contact the Purchasing Card office if this occurs, and they will assist in pushing the report through. 

  • Approvers can modify the account value of the Chartfield during the approval process. Any other changes to the Chartfield (org, activity, project, etc.) cannot be modified during approval. The expense report will need to be returned to the cardholder (or their delegate) to make those changes. The cardholder will then need to resubmit the expense report, and it will re-enter the approval workflow.

  • Yes. There is a request option in Concur that allows cardholders to update their cycle limits, single purchase limits, or to request special permissions on their card.

Training

  • Training sessions will be available during the roll-out of the new cards. Self-guided training materials will also be available on the Purchasing Card website. 

  • Yes. The User Experience Feedback (UEF) sessions covered different content than the Concur for PCard trainings will, and was not meant to be a comprehensive introduction to Concur. You will still need to complete the Concur for PCard training as part of the re-carding or new application process.

  • Yes. The old training was for users of the old system, and was specific to JP Morgan PCards. The Concur for PCard training will equip you with the skills you need to use Concur and your US Bank card successfully.

Latest Updates

We'll share updates about this transition as they become available, so check back often.