Table of contents:
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.
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.
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 firstname.lastname@example.org.
Always select vendors who have
secure Internet sites. You can identify a secure site by any of the
the site will show a closed lock
The site address/URL will start with https://
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
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
- Total cost of the order, including shipping
and handling charges.
- P-Cardholder name and/or P-Card number (at
least the last 4 digits).
Approval Authorizations: Additional authorization documentation may
be needed for specific transactions such as travel and computer
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.
Hardware: The following computer related purchases require prior
approval from the I.T. Director:
Computers (desktop, laptop, tablet).
Printers (inkjet, laser).
All in one devices (scanner, printer,
Attach the written or e-mail approval to the
and retain with the monthly transaction log.
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 Purchasing Director.
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.
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.