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Purchasing Card

Business Expenses Only

Only Davidson College business expenses (login required) may be charged to your purchasing card, or P-card. Personal charges are not allowed and could result in termination of your P-card.

Cash Advances

Cash advances on your P-card are not allowed.

Online Processing of Charges Incurred

All charges incurred on your P-card must be processed online using Bank of America Works (Works), a web-based application. If you have questions or problems with accessing/processing within the Works application, please contact the Office Assistant via email or at 704-894-2208.  

By the tenth of each month, process and sign off on all transactions for the previous month in Works. Processing of transactions on an ongoing basis, such as weekly, is encouraged.  Because Works is a web-based application, even employees traveling for extended periods can access and process their P-card transactions in a timely manner.

Each transaction must be updated with a general ledger number and a business description, and a detailed receipt uploaded to support the transaction. The transaction is then ready to be signed off and moved to the approval level within Works.

Sales tax documentation

The college is eligible for sales tax refunds on purchases made in the state of North Carolina when a detailed receipt is available that indicates the cost and tax paid. Therefore, employees shall provide detailed documentation whenever available. For all food purchases, employees shall submit an itemized printout detailing each purchased item. Please include the breakout of North Carolina sales tax (DOC) within Works.

Online Approval of Charges

All charges incurred on your P-card must be approved online using Works.  If you have questions or problems with accessing/processing within the Works application, please contact the Office Assistant via email or at 704-894-2208. 

By the tenth of each month, approve all transactions for the previous month in Works. Approval of transactions on an ongoing basis, such as weekly, is encouraged. Because Works is a web-based application, even employees traveling for extended periods can access and approve P-card transactions in a timely manner.

For employees approving P-card transactions, your approval indicates that you have reviewed each charge to confirm the business purpose and to ensure that proper documentation (including names of other individuals involved in meals and/or travel) is included.

Termination of P-Card Privileges

Timely processing of P-card transactions is key to accurate posting of charges to departmental budgets, as well as verification that the transactions charged to the college are valid business expenses. Transactions not signed off and approved for more than two months may result in termination of the P-card. Employees whose cards have been terminated due to nonpayment will have to incur college expenses personally and then submit for reimbursement through Accounts Payable.

Disputed Charges

Within Works, you have the option to dispute a charge at the transaction level. Please be aware that disputing a charge may result in termination of your card in the Works application.

Lost/Stolen Cards

Call customer service at 888-449-2273, or collect (outside the U.S. and Canada) at 602-379-8753 as soon as you discover your card has been lost or stolen.

Credit Limit Increases

Requests for a permanent or temporary credit limit increase for a cardholder must be approved in writing by your supervisor or department head, and may be sent via email to the Office Assistant for processing.

Ending Employment

If you leave employment, you must return your P-card to the Office Assistant in the Business Services office by your last working day.