Purchasing Card (P-Card)
Davidson College Purchasing Cards are issued to employees traveling extensively for college purposes or incurring business expenses on behalf of the college.
Only Davidson College business expenses (Davidson log-in required) may be charged to your purchasing card (P-card). Personal charges are not allowed and could result in termination of your P-card.
- Cash advances on your P-card are not allowed.
- Purchases of gift cards are not allowed, unless the gift cards are for confidential research participants in an IRB approved research project. To claim exemption, the approved IRB number must be submitted with the supporting documentation.
Payments to Foreign Vendors
Payments to Foreign Vendors via P-card must follow the same processes as payments made by check, direct deposit or wire.
Contact our payroll coordinator for more information and be sure to review the Foreign Vendor Payments Policy.
Online Processing of Charges Incurred
All charges incurred on your P-card must be approved by a supervisor using Bank of America Works (Works). If you have questions or problems with accessing/processing within Works, please contact our office at 704-894-2208 or 704-894-2880.
By the 5th of each month, cardholders should process transactions for the previous month in Works. By the 10th of the month, supervisors should have signed off on all transactions. Processing and 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 process their P-card transactions in a timely manner.
Each transaction must be completed with a general ledger number, and a business description. In addition, a detailed receipt that supports the business purpose must be uploaded. 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 a refund of North Carolina sales tax when a detailed receipt is available that indicates the cost and tax paid. Therefore, employees should upload detailed documentation whenever available. For all food purchases, employees should upload an itemized receipt detailing each purchased item.
Online Approval of Charges
All P-card charges must be approved by a supervisor within Works. If you have questions or problems with accessing/processing within the Works application, please contact our office at 704-894-2208 or 704-894-2880.
By the 10th of each month, approve all transactions for the previous month in Works. Online supervisor 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.
Frequently Asked Questions
How can I dispute a charge?
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.
My P-Card is lost or stolen. What do I do?
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.
How can I increase my credit limit?
Requests for a permanent or temporary credit limit increase for a cardholder must be approved in writing by your supervisor or department head, and emailed to the Office Assistant for processing.
I'm leaving the College. What next?
Please ensure that all P-card transactions are completed and signed off in Works and your P-card returned to the Controller's Office by your last working day.