What is a P-Card? | When do I use a P-Card? | Who do I contact for support? | Policies and Resources |
|---|---|---|---|
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. |
Policy and related 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.
Self Guided: P-Card (Purchasing 101) Training
Self Guided: P-Card Procedures for Cardholders, Reconcilers and Approvers
Self Guided: Reconciling P-Card Expenses Training
Approver Resources
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.
Works Reporting Options for P-Card Transactions
Works Cardholder Sign Off Quick Reference Guide (QRG): outlines steps for cardholders to sign off and print their Cardholder Statement
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)
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.