The Procurement Card (P-Card) Program provides departments with a convenient means to purchase low dollar items ($2,500 or less), and reduce the costs associated with initiating and paying for these purchases. The P-Card is a VISA card administered by Bank of America, and is issued in the name of the employee for the purpose of making authorized purchases on behalf of the University. Each department is responsible for the integrity and accuracy of their P-Card purchases.

Employees who participate in the program become purchasing agents for the University, and are bound by the same policies that guide all purchases. These include our commitment to ethical procurement practices, non-discrimination policies, sustainability through the Sustainable Purchasing Guidelines, and avoiding conflicts of interest.

Be sure to read the Procurement Card Policy and Procedures for additional information, including which billing address to use. Any lingering questions can be addressed to the Director of Purchasing Jeff Hendricks at (336) 278-5587.

 

Allocating and Signing-Off Purchases

Use the following link to review purchases, confirm budget code allocations, and sign-off on transactions using Bank of America’s Works system. All P-Card purchases must be signed-off by 11:59pm on the last day of each month.

Contact the Bursar’s Office to reimburse the University for any personal purchases accidentally completed using your P-Card.

Log in to Bank of America’s Works site to reconcile transactions.

Help with Common P-Card Tasks

 

Statements & Receipts

A paper statement will be delivered to you for any month in which you have made purchases with your card. This statement must be signed by you and your budget manager, and then returned with all relevant receipts to Accounting (ATTN: Dorothy Kuntz, CB 2900.)

You can complete a Missing Receipt Affidavit when a receipt is lost or otherwise unavailable.

 

Requesting a P-Card

The Purchasing department is excited to share that we have updated the p-card request form to be fully electronic. That means we will no longer be accepting paper requests. This electronic process allows end users to track where the form is in its approval process, while eliminating the use of paper.

The P-Card Request Form requires two signatures; the cardholder’s supervisor and the next level supervisor. If you are filling out the form for someone else, please enter the cardholder’s supervisor’s email and the next level supervisor’s email. After you enter the email addresses, click “send”. The form will populate and you will need to complete all required fields. If you have any question, please call Purchasing at (336)278-5580.

Complete the P-Card Request Form.

The University’s Procurement Card Policy and Procedures must be reviewed and the Cardholder Agreement signed prior to using the Procurement Card.