Introducing The Purchasing Card Program
Introducing the Purchasing Card (P-card) Program at Boston CollegeUsesBecoming a CardholderHow it WorksRestricted CommoditiesSponsored Funding RestrictionsReconciliation and DocumentationTransaction Detail Information (Level III)Placing an Order using the P-CardDisputes/Incorrect Charge AmountsAdjustments to Spending LimitsEmergenciesLost or Stolen CardsGhost and Special P-card UsesActivating the P-CardFurther Questions?Introducing the Purchasing Card ProgramWelcome to the Boston College Purchasing Card Program (p-card). The p-card is aprocurement tool that offers an alternative to the existing small dollar Universityprocurement process and provides an extremely efficient and effective method ofpurchasing goods and services with a value of less than 5,000. The p-card should not beconfused with the University's American Express Corporate Card, which is a separateprogram designed to facilitate the handling of travel and entertainment expenses only.THE BOSTON COLLEGE PURCHASING CARD IS TO BE USED FOR BUSINESSPURPOSES ONLY. The p-card concept is designed to delegate authority to purchaseapproved commodities, directly from merchants that accept the VISA credit card. The pcard works like a personal credit card where items are bought via presentation of the cardto a merchant. However, payments are made from one central billing by Boston Collegefrom a specified general ledger account. The benefits of the p-card to you and BostonCollege are significant.Benefits to the Cardholder: Goods and services can be more quickly and easily obtained.Work related to the purchase of and payment for goods and services issignificantly reduced.Benefits to the University: Reduces the number of requisitions, purchase orders, invoices and checks.Enables the Procurement Services Department and Accounts Payable to focus onhigher-yield, value-added activities.
UsesThe p-card is designed to be used for purchases related to University business only. Useof the card for personal purchases is strictly prohibited. University accounting policies, aswell as good business practices, should be followed in using the p-card, reconcilingpurchases, and retaining documentation. Possible uses for the p-card include thefollowing: Subscriptions and publication renewalsTeaching aids and laboratory suppliesOffice supplies*Memberships and dues*BC Bookstore purchasesMiscellaneous low-dollar (under 5,000) supply ordersCopy and reprographic service*Items presently paid for by employees and for which they are subsequentlyreimbursed through PeopleSoft.*Federally funded research accounts would exclude these items (see Sponsored FundingRestrictions below)Becoming a CardholderThe p-card (Visa Card) is issued to individual employees or others who are grantedauthority to purchase goods, within specified limits, from the designated Universityaccount. Department personnel with overall budget responsibility for a particular GeneralLedger account will designate authority and spending limits for each card issued.P-cards should not be shared. In order to designate responsibility for use of the cardand the associated retention of receipts and reconciliation, departments should issueseparate cards to each person drawing funding from an account. Final responsibility forretaining documentation and control over receipts and cards issued remains with theindividual departmental budgetary authority.Cardholder applications are done on-line using the PeopleSoft System by the designatedPeopleSoft P1 or P2 Coordinator (P-Card Contact) in each department. Check with yourresponsible PeopleSoft primary user for the name of the contact in your department.To submit a request for a card for a new departmental chartstring (one that has not had ap-card in the past), budget money must be moved to the p-card account and a"departmental p-card record" must be created before cardholders are created. See theinstructions here.After your on-line card request has been submitted by your department contact andbefore you can pick-up your Boston College p-card, you must completely read and
understand this User Guide and correctly answer a few questions regarding the BostonCollege Purchasing Card Program. If you feel this guide does not provide enoughinformation and you would like a personal training class, please contact the PurchasingCard Administrator at ext. 2-3055.See the Purchasing Card Questionnaire. After receiving a score of 90 or above on thequestionnaire, click the submit button to send the results to Procurement Services.Cardholders will receive an e-mail from Procurement Services to pick-up their p-cards inMore Hall, Room 180 when the cards are received from the bank (7-10 days).How It WorksThe account code (expense code) used for general p-card transactions is accountcode 68370*. Before cards are issued, sufficient funds must be transferred to accountcode 68370* which is the designated Purchasing Card Expense account (*Special activitydepartments may use other restricted account codes). The amount of money in the68370* account is sent to the bank. Once the bank uploads this information into thesystem (taking approximately 2 days), this amount becomes the departmental spendinglimit (credit limit). Funds are deducted from this amount as transactions are approved bymerchants with the bank. Payment for card transactions will be made automatically fromthis account. A record of all transactions as they were deducted from the budget can beseen on the Boston College PeopleSoft Budget Detail screens approximately two daysafter the transaction date.The p-card account 68370* is for purchasing card use only and should not be usedon vouchers or requisitions created in PeopleSoft.Using the card is similar to using any credit card. Purchases may be made in person, atany store that accepts Visa, over-the-phone or through a secured internet connection. BCdoes not recommend faxing or emailing cardholder account numbers and information forsecurity reasons. Transactions are approved automatically based on the following criteriaestablished by Boston College Single purchase limit designated by the department but not to exceed theUniversity maximum of 4999. Splitting a single transaction over 5000, intomultiple transactions under 5000, is not allowed.Departmental spending limit per year (amount transferred to account code68370*).Cardholder monthly spending limit (set by department but not to exceed theUniversity monthly maximum of 20,000).Approved commodity for department's p-card purchases.Transactions are available immediately by accessing the US Bank system through AccessOn-Line. They are also available the next day by accessing the PeopleSoft BC Custom
menu but this is a “raw data” file, so it may not be totally accurate and is not to be usedfor reconciliation.Restricted CommoditiesThe p-card is available for most purchases under 5,000. In order to effectively managethe University however, certain restrictions must be made to comply with Universitystandards, maintenance systems, technology requirements, and state and federalregulations. Purchases of the restricted commodities, listed below, and purchases of 5,000 or more must continue to be processed in accordance with establishedprocurement and disbursement policies and procedures. Visit the Procurement Servicesweb site at www.bc.edu/ecommerce for a list of on-line contracted vendors.The p-card is NOT TO BE USED for the following commodities: Travel and entertainment-related expenses and advances such as airlines, autorentals, hotels, railroads, travel agencies, restaurants, theaters, clubs, etc. Pleaseuse the BC Travel Card by AMEX for the purchase of these items.Alcoholic beveragesAnimals and animal-related purchases that are restricted by lawAutomotive gasolineCash advances/Travelers ChecksCatering and restaurant services-however, fast food from merchants listed as“take out only” establishments (not restaurants) are allowed provided the"business purpose" and attendees are recorded on the receiptConstruction and renovationsConsulting servicesFirearms and ammunitionGift Cards and Certificates for EmployeesPayments to individuals (not companies) and professional servicesPersonal items and servicesPrescription drugs and controlled substancesRadioactive and hazardous materialsRadios-Two-way, walkie talkies-restricted on-campus. Contact Network Services.Telecommunications, cable, dsl, cellular phone payments and phone cards are notallowed as of 1/1/09. See the new Cell Phone Policy on the Controller's website,www.bc.edu/offices/controller.Temporary Help-must be ordered through Human Resources.Since this list of restrictions may be amended at any time to meet the needs of thisgrowing community, please browse this portion of the User's Guide frequently forupdates.In order to assure the University community of the most efficient procurement of goodsand services, and to fulfill the University's obligation to consolidate all of its
requirements with the authorized contract suppliers, departments should order from thosesuppliers who are authorized contract suppliers whenever possible.For a list of authorized suppliers based on the category of the purchase, consult theProcurement Services web site at www.bc.edu/ecommerce.Anyone from whom the University currently purchases goods or services should beconsidered a potential supplier, even if they do not accept p-cards today. The suppliersaccepting the p-card will be paid within three days of the transaction. The program is notrestricted to retail suppliers. Suppliers may contact their local bank or financial institutionto become VISA-capable, or they may contact the Boston College VISA programprovider, US Bank, for assistance at 1-800-334-1941.Sponsored Funding RestrictionsWhen using the p-card on a sponsored project account, the cardholder is responsible forensuring that all purchases meet the requirements and regulations of the specific contractor grant. The federal government places additional restrictions on the expenditure offederal funds for sponsored research and the retention of supporting documentation. Forspecific questions about using sponsored project funds, cardholders should contact theOffice of Sponsored Programs at ext. 2-3398.In addition to the above commodities, the p-card cannot be used for the following itemson federally funded sponsored programs: General office supplies* (i.e. paper, pens, tape, etc.)General office equipment (i.e. chairs, desks, bookcases)Postage/Federal Express*Copy and reprographic services** In some cases these expenditures may be allowed as a result of the specific nature ofthe grant (i.e. the grant requires large mailings or the preparation and production of largereports). Please contact the Office of Sponsored Programs if you believe that yoursponsored program may qualify for this exemption.Reconciliation ProceduresDepartment Heads are responsible for determining the best method of reconciliation fortheir departments, however, the following requirements must be met. At least one designated P1 or P2 (Purchasing Card Contact) must be designated asthe person responsible for creation of departmental accounts and creation ofcardholders using the PeopleSoft Purchasing Card screens. This also involves
determining and setting any individual limits determined by the departmentprovided the limits are under the University standard limits.The Purchasing Card Contact is responsible for maintaining and updatingcardholder information as necessary and for maintaining adequate budget in theassociated p-card accounts.All cardholders must learn the program requirements including the informationcontained in the P-card User Guide and must adhere to the rules and regulationsof the program.All cardholders must take and pass the P-card questionnaire and must sign aCardholder Agreement before they can obtain a card.Cardholders must obtain receipts, properly document all purchases made on the Pcard and sign the reconciled receipts to their statement on a monthly basis.The department will determine if monthly statements and receipts will bemaintained by the cardholder or by the designated Purchasing Card Contact inaccordance with the University or Sponsored program’s requirements.Statement and the corresponding receipts must be maintained, either individuallyor centrally within the department for a minimum of three years for BostonCollege funding. See the granting agencies requirements for other fundingsources.Statements should be reconciled within 30 days. (US Bank/VISA will notresearch or credit transactions that are disputed after 60 days from the transactiondate.)The Purchasing Card Contact is responsible for obtaining copies of allcardholder’s statements, reconciling them to the transactions reported for themonth in PeopleSoft for the applicable budgets. All reconciliations must be signedand dated by the responsible individual.Boston College provides the following systems to help departments meet therequirements of the program. The Procurement Services web site offers information on the Purchasing CardProgram at www.bc.edu/pcardPeopleSoft Financials offers the BC Custom Menu which allows persons with P1and P2 access to create and maintain departments for p-card use, create andmaintain cardholders, view “raw data” received from the bank on recenttransactions by account or by Cardholder Eagle ID.PeopleSoft Commitment Control Pages allow P1s and P2s to review budgetedamounts in the p-card, make necessary transfers to p-card accounts, and reconcilestatements to the PeopleSoft p-card related expenses.The PeopleSoft Financials web site offers training documentation under eachmodule, including the budget module which provides information on reviewingbudget details and making budget transfers at www.bc.edu/peoplesoftDepending on the level of access determined by the department, Access On-Lineoffers cardholders or Purchasing Card Contacts the ability to review and printstatements, view recent transactions, and run reports on p-card activity.
Decisions to be made by the department: Departments should determine if the cardholder will retain the receipts for auditreview or if they should be maintained centrally by the department.Departments should also decide if cardholders will be allowed to access theirstatements using Access On-Line or if this will be done centrally by thePurchasing Card Contact. (Access On-Line allows only one sign-on id perstatement.)Cardholder Reconciliation Responsibilities: Cardholders are responsible for obtaining their monthly statements (usually aboutthe 28th of the month) either from their department’s Purchasing Card Contact ordirectly from Access On-Line.Statements must be matched by the cardholder to the receipts for each purchase.Additional documentation, if required, must be added to the receipt. Keep in mindthat statements arrive in chronological order. Keeping receipts in the order thattransactions are made, is helpful in the reconciliation process. Statements must besigned and dated after reconciliation is complete. Any discrepancies must bereported to US Bank using the Dispute Form found on the Purchasing Card webpages at tml#disputes with acopy sent to Pcard@bc.edu or faxed to 617-552-2369Cardholders must provide a copy of their reconciled statement to the PurchasingCard Contact for reconciliation with the budget in PeopleSoft.Departmental PeopleSoft Reconciliation:Once a merchant submits the transaction to his bank, it will take approximately two fulldays for the transaction detail to be transferred to the Boston College accounting system.People with PeopleSoft access can view the transaction under the BC Custom menu butthis data is in “raw form” and may be adjusted for corrections prior to hitting the generalledgers of the University. The transaction will then be entered into the financialaccounting system (PeopleSoft General Ledger System) for the University and will beincluded in the department's financial reports the following day.The University receives one master summary bill from our p-card banking agent (USBank) from which we make payments monthly.The Purchasing Card Contact must obtain statements for all associated cardholders andmatch the statements to the PeopleSoft Commitment Control Budget Detail Screen forthe Purchasing card account. Any discrepancies should be reported to pcard@bc.edu.After the accounts have been reconciled, the reconciliation must be signed, dated andmaintained by the Purchasing Card Contact.
The Purchasing Card Contact should also check the statements at this time for anyunauthorized or questionable purchases and obtain any additional documentation, ifneeded. They should also review the listing of cardholders for the department andinactivate any cards or p-card related departments that are no longer required.Level III (Transaction Detail) P-Card InformationLevel III data is line detail information provided by the merchant, through the bank, toBoston College shortly after the transaction has taken place. It is important to rememberthat not all vendors provide line detail information and that not all line detail informationreported is accurate or complete. Tax, for example, may be reported by some merchantson every line of the transaction in the level III detail, but is only included in theTransaction Total, which is the amount actually paid, once. Therefore, level III data isbest used to identify the types of products being purchased and should NOT be used forreconciliation purposes. Purchasing card statements must be reconciled to CommitmentControl Budget Detail Screens.Level III information can be found in PeopleSoft by selecting the BC Custom menu-Pcard and viewing the Transaction by Account then selecting the DETAILS link to see theinformation on that particular transaction. You can also view a full listing of only thelevel III data by selecting Level III Data from the BC Custom P-card menu.If you have a vendor you use frequently and would like to see them include level III datain their reporting, suggest the vendor contact their merchant bank (the bank that handlestheir Visa transactions) to get more information on becoming a level III provider orcontact Procurement Services with the vendor name and contact information and we willmake arrangements for our P-card bank to contact the vendor.In the example below the blue detail link shows transactions with level III data available.Please see the last blue sample transaction dated 10/31/05 for 42.28:
The sample below shows the Level III data available for this transaction.By scrolling to the right you can see additional information on the transaction.Placing An Order Using the Purchasing CardWhen placing your order, please be sure to provide the merchant with the followinginformation Indicate that it is a Boston College "Corporate" Purchasing VISA Cardpurchase.Massachusetts tax-exempt status and tax number printed on the card (E042-103545)Cardholder nameIndividual card numberExpiration date of cardComplete delivery address including department, building and room numberDescription of goods or services to be orderedPhone number, should the merchant need to contact you
Any other information necessary to make the purchaseFailure to emphasize that you are making a Boston College purchase may result in notreceiving a Boston College agreement price or discount.Once a transaction is approved, the cardholder needs to acquire and retain some type ofdocumentation of the purchase and should reconcile amounts charged to the generalledger expense account designated on the card with the amount documented.If a vendor requires a copy of our Tax Exempt Certificate, please direct them to theProcurement Services web site at www.bc.edu/suppliers. This site will provide creditreference information as well as allow the merchant to download the relevan
Introducing the Purchasing Card Program Welcome to the Boston College Purchasing Card Program (p-card). The p-card is a procurement tool that offers an alternative to the existing small dollar University procurement process and provides an extremely efficient and effective method of purchasing goods and services with a value of less than 5,000.
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TEXAS PAYMENT CARD CONSORTIUM . Policies and Procedures . Purchasing Card Program Policies and Procedures last revised 7-2021 Page 2 of 6 . PURCHASING CARD PROGRAM POLICIES AND PROCEDURES . Introduction . The purpose of the purchasing card program (P-CARD) i
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