Table of contents:
P-Card was denied by the vendor, now what do I do?
An MCC code restriction probably blocked the
transaction. Contact the Controller’s Office at ext 2206 and we’ll clear
the vendor MCC code restriction.
What do I do if my P-Card is about to expire?
All P-Cards expire every three years, on the last day
of the month embossed on the front of the P-Card (expiration date).
Replacement P-Cards are automatically sent to Purchasing within 1-3
weeks prior to the expiration date.
What is Works?
The P-Card program with Bank of America provides an
on-line review and reclassification program called Works. The P-Cardholder and
Department P-Card Manager can access Works at any time to allocate
charges and add descriptions.
How long do we have to keep the P-Card receipts?
Records will be retained for the current fiscal year
and four additional fiscal years. Transactions involving federal or
grant funds may require a longer retention period. Contact your grant
administrator for additional information.
Records will be stored in the department and available for review
or audit upon request.
What should I do if I lost a receipt?
Every attempt should be made to get a replacement
receipt from the vendor. If a receipt cannot be obtained complete the
Missing Receipt Affidavit
didn’t access Works to approve this month’s transactions, now what?
Your default account number will be charged and no
description will be reflected on any FRx reports.
Can I use the P-Card to hold a hotel room?
Yes, the P-Card program has been expanded to include authorized lodging. Refer to the P-Card Policy and Procedure Manual.
Can any LC employee obtain a P-Card?
You must be a full time College employee and have the approval of the President, Provost, or Vice President.