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What is a P-Card?

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.

When do I use a P-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.

Who do I contact for support?

P2P_PCard@boisestate.edu

https://www.boisestate.edu/vpfa-pcard/

Policy and related resources

Deadlines & Training

forms & guides

P-Card Support

Cardholder & Reconciler Resources

Approver Resources

A 1-hour P-Card training is held via Zoom on the second Wednesday of every month. Access the training using this link (Meeting ID: 990 2096 4858 Passcode: 430296) to access the Zoom session. You must be signed into your myBoiseState account to access this meeting.

P-Card Forms & Guides

P-Card Requests

  • P-Card Request form: submit this form to request a new P-Card, card limit changes, payments to blocked merchants, card maintenance (e.g. name change on card or updating default accounting string on the card), or to designate/update roles Works (see Works section below for information on roles).

  • P-Card Requests Tracker: use the tracker to follow up on submitted P-Card requests.

Cardholder Resources

Approver Resources

Training opportunities

  • Virtual Training Opportunities: P-Card training is held via Zoom on the second Wednesday of every month from 1 – 2 p.m.

Follow this link (Meeting ID: 990 2096 4858 Passcode: 430296) to access the Zoom session. You must be signed into your myBoiseState account to access the meeting.

Reporting on P-Card Transactions

Works Reports and Roles 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 emailing p2p_pcard@boisestate.edu.

View the Works Reports and Roles page to learn more about the reports and roles available in Works.

Additional Forms

  • Event Expense Summary: this form must be completed if P-Card is used for meals and refreshments for meetings, retreats or events.

  • Missing Receipt Affidavit: Receipts are required to authenticate purchases as business-related. If a receipt is missing, it is the cardholder’s responsibility to contact the merchant and ask for a duplicate receipt, if possible. This form is not a substitute for an original receipt and should only be used if all attempts to obtain an original receipt have failed.

  • P-Card-Non-compliance-Warning-Form: This form is used by the department approver (or manager) to notify a cardholder of a P-Card issue that needs to be resolved.

P-Card Reporting in Works

Video Tutorials

Bronco Hub Reporting Options for P-Card Transactions

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.

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, a correction must be submitted.

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.