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FAQ

Frequently Asked Questions

P-Card

  1. How do I get a Purchasing Card?
  2. How do I activate my Purchasing Card?
  3. How much can I spend each month?
  4. How do I go about using the card?
  5. What about security?
  6. What do I do if my card is stolen?
  7. How do I perform my monthly reconciliation?
  8. What are the University's P-Card policies and procedures?
  9. How do I access the Bank of America Works system?
  10. How do I access my monthly statements  in the Works system?
  11. How do I access the corporate cards mandatory online training and test?

Travel Card

  1. How do I get a Travel Card?
  2. How are travel cards delivered and how do I activate my card?
  3. How much can I spend?
  4. What about cash advances?
  5. What do I do if my card is lost or stolen?
  6. What would cause my Travel Card privileges to be taken away?
  7. How do I access the Bank of America Works systems to submit a payment?
  8. Where can I find the Travel Card employee agreement form?
  9. What are the University's policies and procedures for the Travel Card program?
  10. How do I access the mandatory online training and test?

P-Card

1.  How do I get a Purchasing Card?

To apply for a Purchasing Card:  

  • Complete the Corporate Purchasing Card Employee Agreement Form
  • The applicant and reviewer must successfully complete the Purchasing Card Training in Blackboard
  • Send the completed agreement form to Procurement Services for processing
  • Purchasing cards are mailed to the departmental P.O. Box number listed on the Corporate Purchasing Card Employee Agreement form by the card provider within seven to 10 business days of processing

Full-time faculty and staff may apply for a purchasing card by completing both pages of the Corporate Purchasing Card Employee Agreement form and submitting it to Purchasing.  In addition to submitting the Employee Agreement Form, the employee and the reviewer for the account will be required to complete mandatory, annual Purchasing Card training on Blackboard.  Training is required annually on a calendar-year basis at the direction of the program administrator.  Employees may apply for additional cards if they have access to multiple funding sources, but no cardholder will be issued more than four Purchasing Card accounts.  Cards issued in the name of a designated employee are intended for use by that employee only.

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2. How do I activate my Purchasing Card?

Upon receipt, the cardholder must activate the card by calling the number on the back of the card.  The activation process requires you to provide the 16 digits of your card number and your verification code, which is 236 followed by your 6-digit date of birth (for example, a person born on Dec. 3, 1985 will enter 236120385).


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3.  How much can I spend each month?

Purchasing Cards are issued with various monthly and transaction limits, but most are issued with standard limits of $5,000 per month and $2,500 per transaction.  You are only authorized to spend up to your monthly and transaction limits.  The maximum allowable transaction limit for the purchasing card is $5,000.  Any charge over $5,000 must be submitted as an Electronic Procurement.  While the eVA-delegated authority for departments has been increased to $10,000, the delegated authority for P-Card transactions is still $5,000.  


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4.  How do I go about using the card?

The majority of your orders will be placed in eVA as Purchase Card Orders (PCOs), but orders may also be made in person, over the phone or electronically (provided the website has the required level of security).  Cardholders may never fax, email or mail full account numbers.  Keep in mind that confirming orders need to be placed in eVA for any order that is not originally processed as a PCO and is not for an item on the eVA exempt list.

If the vendor asks for the billing address the cardholder should provide their P.O. Box number where the monthly statements are sent.  If the vendor intends to charge tax, the cardholder should provide the Sales and Use Tax Certificate of Exemption form.

Visa will impose automatically a 1 percent foreign transaction fee on any charges which are processed outside of the U.S.  This fee is in addition to any currency conversion fees.

Please view the Purchase Transaction Processing document or contact the appropriate Procurement Services staff member for additional information on placing orders.


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5.  What about security?

Use of the P-Card is limited to the person who was issued the card.  The card or account number may not be loaned to another person or entered into another person's eVA account.  If the cardholder will be away from the University for an extended period, another person in the department should obtain a card.  If card sharing occurs, P-Card accounts and eVA access for all involved parties will be suspended or revoked.

The P-Card must be kept in a secure location at all times.  The account number must not be posted, photocopied or left in a conspicuous place. The complete 16-digit account number must never be faxed, mailed or emailed (including attachments) to the vendor.  The order can be faxed but the account number must be phoned to the vendor.  Cardholders may purchase over the Internet, provided the company's website has a Secured Socket Layer (SSL) Version 2.0 or greater at the point of order entry.  A website that has this level of security has https:// in the URL address window.  These procedures are put in place to help avoid fraud from occurring on your account.


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6.  What do I do if my card is lost or stolen?

If the card is lost or stolen, the cardholder must immediately notify VSU's program administrator.


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7.  How do I perform my monthly reconciliation?

Monthly reconciliation procedures are located on our procedures page for cardholders who are not part of the online reconciliation program and on our online reconciliation page for cardholders participating in the online reconciliation program.


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8.  What are the University's P-Card policies and procedures?

Purchasing Card policies and procedures may be found on our Purchasing Card Procedures Page.



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9.  How do I access the Bank of America Works system?

The Bank of America online system can be accessed through the following link: http://payment2.works.com

Purchasing Card holders can log into the online system by entering their username which consists of 236, followed by an underscore, followed by the cardholder's first name, followed by an underscore, followed by the cardholder's last name (for example, a cardholder named Thomas Smith would have the username 236_Thomas_Smith).


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10.  How do I access my monthly statements in the Works system?

Cardholders will not receive paper statements in the mail for cycles where no activity occurs; however cardholders must still reconcile P-Card accounts during these cycles.  (Note:  Cardholders participating in the online reconciliation program are not required to print reports showing no activity.)  To do this you must log into Works, print a memo statement (see instructions below), and attach it to a log showing no activity.  This log sheet must be signed and dated by the cardholder and reviewer prior to the receipt of the following month's statement.

  1. Log into http://payment2.works.com
  2. On the left hand side click on Reports > + Reports > select Spend Reports.
  3. Click on the drop-down bar ("Please select a report template") and select "Choose from all available templates."
  4. A separate box will open.  Select the radio button to the left of the name SPCC, Gold and ATC Memo Statement.  Press Finish.  To run a report with no activity, click on "Show Expert View" in Choose Report Template.  Then go to Step 4: Add General and Column Filters and click on the drop-down set to "is exactly" and enter the last four digits of your card.  The report is already formatted to default to the previous billing cycle.  If you need to run a different cycle, you can click on the Date box and select the dates needed.
  5. Go down to the bottom of the page and click Submit Report.  You will be prompted to save or download the report.


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11. How do I access the corporate cards mandatory online training and test?

P-Card training is available on Blackboard.  Visit the training section for more information regarding required online training.



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Travel Card

1.  How do I get a Travel Card?

To apply for a Travel Card:

  • Complete the Bank of America Employee Agreement Form
  • Complete the Travel Card Training in Blackboard
  • Send the completed agreement form to Procurement Services
  • Enter your application information via Works after receiving the welcome email
  • Travel cards are mailed by the card provider within seven to 10 business days of application processing

Full-time faculty and staff of VSU who are U.S. residents are eligible to apply for the travel card by completing the Employee Paid (Individual LIability) Travel Card Employee Agreement form.  In addition to submitting the agreement form, the employee also will be required to complete mandatory annual Travel Card training on Blackboard and complete an electronic card request in the Bank of America online system.  Training is required annually on a calendar-year basis at the direction of the program administrator.

Once an employee completes the Employee Agreement form and the Travel Card training in Blackboard, the program administrator will set up a new account in the Bank of America online system and request a system-generated welcome message for the employee.  This message will be emailed to the address included on the Employee Agreement form and will contain the employee's username and a validated link to establish a password for the Bank of America online system.  The link contained in the email is good for one-time use only and will expire after 30 days if not used.

The employee will then need to complete an electronic card request, using the following directions, before the travel card can be sent out:

  • To access the electronic card request, log into the Bank of America system using the information contained in the welcome message and locate the navigation tabs on the left side of the page
  • Click on TOOLS>PERSONAL SETTINGS> TRAVEL CARD.  This will bring up the electronic card request form
  • On the first page of the form, leave the Card Emboss information set to default.  Under security information, enter your Social Security number and tab to the next field.  The activation number will populate automatically
  • Enter your date of birth, and set the credit limit to "Frequent Traveler" which corresponds to the VSU standard limit of $2,500
  • Next, enter your home address and phone numbers and then click the "Save button
  • Click "Review terms and conditions" on the following page once you have verified that all the information is correct
  • Lastly, you will need to agree to the terms and conditions of the card program

Once this is done, the program administrator will approve the request and have the card shipped.  The employee will receive the card at the home address listed in the electronic card request within seven to 10 business days from the time the request is approved by the program administrator.  A PIN for cash access will be sent to the same address during the same timeframe, but will arrive as a separate letter.



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2.  How are travel cards delivered and how do I activate my card?

Travel cards are mailed directly to the home address submitted by the cardholder on their electronic card request.  PIN numbers for cash advances are mailed to the same address and may arrive before the actual corporate travel card.  Upon receipt, the cardholder must activate the card by calling the number on the back of the card.  The activation process requires you to provide the 16 digits of your card number and your verification code, which is your full Social Security number.  Renewal Travel Cards will be mailed approximately thirty days prior to the expiration date.



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3.  How much can I spend?

VSU standard limits are $2,500 of total credit per billing cycle with $250 available for cash advance.  Since Travel Card limits are set based on the credit worthiness of the applicant, not all employees will qualify for standard limits.  However, qualified applicants will be approved for no less than $1,000 of total credit per billing cycle with $100 for cash advance.



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4.  What about cash advances?

Cash advances are available at designated ATMs and at teller windows of Bank of America branches.  Cash limits are set at a percentage of the individual's monthly credit limit.  The fee for cash access is 2 percent, or $, whichever is greater, plus an ATM charge if applicable.  ATM fees are reimbursable on the Travel Reimbursement Voucher.  Cardholders must be sure to retain all original receipts for reimbursement and audit purposes.  Use the corporate Travel Card to charge travel expenses and limit cash advances for those travel expenses that do not accept a charge card (e.g., cab fares).



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5.  What do I do if my card is lost or stolen?

If the card is lost or stolen, the cardholder must immediately notify VSU's program administrator.



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6.  What would cause my Travel Card privileges to be taken away?

The Travel Card is to be used for valid business travel expenses only.  The Travel Card may never be used to pay for personal expenses.  Accounts will be closed immediately if personal use is found.  All Travel Card and alternative cash privileges will be revoked indefinitely upon an individual's first policy violation.  Failure to follow the established procedures may result in disciplinary actions, up to and including termination of employment.

Participation in the Travel Card program may be subject to termination under any of the following conditions:

  • Personal use
  • No longer employed by VSU
  • Leave of absence without pay for a month or longer
  • Delinquent payments
  • Non-compliance with policies and procedures
  • Cash advances not submitted for reimbursement or refunded timely
  • Consistent history of dishonored checks
  • Bankruptcy filing
  • Inactivity



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7.  How do I access the Bank of America Works system to submit a payment?

The Bank of America online system can be accessed through the following link:  http://payment2.works.com

Travel card holders can log into the online system by entering their username which consists of the cardholder's full VSU email address (email@vsu.edu).  Travel Card holders can access the Payment Center by using the navigation tabs on the left of the page.  Locate the navigation tabs and click on TOOLS > Payment Center > Payment Center.  Please contact Bank of America directly at (888) 449-2273 if you have trouble accessing the Payment Center.



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8.  Where can I find the Travel Card employee agreement form?

You can find a copy of the Travel Card Employee Agreement form in the forms section of this website.



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9.  What are the University's policies and procedures for the Travel Card program?

Travel Card polices and procedures can be found on our Travel Card Procedures page.



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10.  How do I access the mandatory online training and test?

For more information regarding the required online training, visit the Travel Card training section.



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