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.
Additional
Resources
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.
Works Reporting Options for P-Card Transactions
Resources and Guidelines
Works Cardholder Sign Off Quick Reference Guide (QRG): outlines steps for cardholders to sign off and print their Cardholder Statement
Step by Step Instructions
Run a Works Cardholder Statement for specific cardholder, for a deactivated account, or to for cycle to date transactions. (job aid)
Run A Scheduled Works Report on Demand (job aid)
Run a Customized Works Report using date/cardholder filters (Sign off Status, Authorization of Expense, Cardholder Statement or any available Works template) (job aid)
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.