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P-Card

University P-Card is the preferred purchasing method for goods and services.

P-Card purchases are generally up to $2,999 per transaction.

Review Authorized and Unauthorized P-Card Purchases for more details.

Policy 6140: P-Card

Getting Started

What do I need to know before getting started?

  • The university purchasing card (or P-Card) is a corporate liability Visa card issued by Bank of America.
  • The University is responsible for bill payment while cardholders and departments are responsible for managing the card.
  • P-Card may be used for business purchases in compliance with university policy.
  • A P-Card is provided to employees based on business need; it is not an entitlement nor reflective of title or position.

Job Aids

How to Submit and Approve the Smartsheet P-Card Request Form (video)
University P-Cardholder Guide (Google Doc)
University P-Card Approver Guide (pdf)
Reconciling P-Card Expense (Google Slides) Detailed guide for Works users responsible for expense sign off.

Works Quick Reference Guides

How to Mass Allocate and Sign Off on P-Card Transactions (video)
Run a Works Cardholder Statement for specific cardholder, for a deactivated account, or to for cycle to date transactions (pdf)
How to Run a Cardholder Statement Report (video)
How to Review the Works Authorization Log (video)
Run A Scheduled Works Report on Demand (pdf)
Run a Customized Works Report using date/cardholder filters (Sign off Status, Authorization of Expense, Cardholder Statement or any available Works template) (pdf)
Works Cardholder Sign Off-QRG (pdf) Quick Reference Guide for Works Cardholder sign off and printing of Cardholder Statement
P-Card Approver Sign Off-QRG (Google Doc) Quick Reference Guide for Works Approvers

P-Card Management and Procedure

P-Card Procedures (Google Slides) Detailed guide for cardholders, reconcilers, approvers.
Department P-Card Expense Management Guide (Google Slides) Detailed guide for staff involved in managing P-Card expense for their area.

References

Authorized and Unauthorized P-Card Purchases (pdf)
Restricted Merchant Categories for P-Card (pdf)

Reports

Works Reports for Managing Department P-Card Expenses
All Works users have access to Works reports. Department staff responsible for overseeing budgets and expenses can request access to Works for running reports, viewing or editing of transactions by contacting the university p-card administrator (or email p2p_pcard@boisestate.edu). View the Works Roles and Reports Google Doc for information about different roles in Works and the reporting options for each role.

Payables – Campus Transaction Dashboard
Run the Payables – Campus Transaction Dashboard to view P-Card transaction details like transaction number, payment status, payment amount and funding segment string used to code the transaction. ProTip: Set the Pay Group search field to P-CARD to filter just these transactions.

Confirm the accuracy of the funding segment string used for all P-Card transactions. If an incorrect segment string was used to code a P-Card transaction that has a transaction number, a Payables Correction must be submitted. If a P-Card correction is needed for an item that does not have a transaction number, a Journal Entry must be submitted. Visit Financial Transaction Corrections for more information.

Budget vs Actuals Reports
Run the Budget vs Actuals (BvA) Reports at least once per month to monitor department-specific financial activity for combinations of funding segment string values by fund. For more information about BvA Reporting, visit Financial Reporting.

Frequently Asked Questions

How do I request a P-Card?

My card My card is lost or stolen. What do I do?

For lost or stolen P-Cards, contact Bank of America at 1-800-300-3084. If you don’t know your card number, press 0.

I’m a P-Card approver, what should I be aware of?

You can find tools and references for P-Card approvers by visiting the P-Card Tools and References page.

Can an employee use a P-Card during business travel?

Visit the P-Card and Travel page for details.

What P-Card Due Dates should I know about?

Visit the P-Card Due Date page for details.

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