Controller's Office

P-Card General Guidelines

Use of the P-Card provides administrative convenience and efficiency.  However, cardholders have an added responsibility to maintain the integrity of the P-Card program by understanding and adhering to P-Card policy and procedure. P-Card purchases receive greater scrutiny from administrators, auditors, and state legislators, so help ensure that any P-Card purchases comply with State and Institutional policy before committing funds. If in doubt, ask before proceeding with the purchase.

Sales Tax: LCSC is tax exempt in the State of Idaho. When a purchase is made using a P-Card, ask the vendor to exclude the sales tax from the cost of the transaction. A copy of the tax exemption form is available on the Purchasing Department website.

Safety Online: Bank of America does not send sensitive information, such as account numbers or passwords, in an unsecured email. They should never direct you to an unsecured website. Please forward any suspicious emails relative to your Bank of America P-Card to the Program Administrator.

Internet Orders: Always select vendors who have secure Internet sites. You can identify a secure site by any of the following:

the site will show a closed lock
Pcard Lock

The site address/URL will start with https://Pcard Security

 Do not e-mail P-Card numbers for any reason.  E-mail is not secure and should never be used for any purchase or to pay for registration fees. Only the last four digits of the P-Card and P-Cardholders name are needed in any e-mail communications on campus.

Receipts: The P-Cardholder must obtain appropriate, detailed, itemized documentation to support every transaction charged to the P-Card.  A valid receipt contains the following information:

  • Vendor name and address.
  • Date of purchase.
  • Description, unit price, and quantity of each item purchased.
  • Total cost of the order, including shipping and handling charges.
  • P-Cardholder name and/or P-Card number (at least the last 4 digits).

Specific Approval Authorizations: Additional authorization documentation may be needed for specific transactions such as travel and computer equipment.

Airfare: As with current institutional policy, obtain appropriate authorization prior to the purchase of airfare with the P-Card. Attach the written or e-mail approval to the receipt.

Computer Hardware: The following computer related purchases require prior approval from the I.T. Director:

  • Computers (desktop, laptop, tablet)
  • Printers (inkjet, laser)
  • Scanners
  • Software
  • All in one devices (scanner, printer, fax)

Attach the written or e-mail approval to the receipt and retain with the monthly transaction log.

Lost or Stolen Cards: The P-card is a valuable asset and should be maintained with an appropriate level of security and protection.  The cardholder is responsible for the security of the P-Card and any purchases made with the P-Card.  If a P-Card is lost or stolen, immediately report this information to Bank of America (800-300-3084). Also, notify the Department P-Card Manager and the Controller's Office. It is extremely important to act promptly in the event of a lost or stolen card to avoid agency liability for fraudulent transactions. The P-Card will be immediately canceled.

Personnel Changes and Termination of Employment: If the cardholder changes departments or leaves LCSC, the P-Card Administrator must be notified immediately and the P-Card must be returned to the Department P-Card Manager for cancellation. The P-Cardholder must also submit all receipts to the Department P-Card Manager, sign a document that states there were no unauthorized purchases and no reoccurring charges are made on the P-card. The Department P-Card Manager should cut the P-Card in half and forward with the signed document to the P-Card Administrator.