Purchasing Card (P-Card) Program
Frequently Asked Questions
With the Meal & Lodging Exemption, the following typical employee travel expenses
may be purchased with a P-Card:
Meals (if chaperone)
Lodging (if chaperone)
Registration
Airfare
Ground Transportation
Parking
Even with the Exemption, the P-Card may only be used for employee meals and lodging when the employee is traveling in a chaperoning
capacity.
Before you travel, read the travel policy . Always complete a travel authorization form before you book travel. See more travel
guidance here .
Without the Meal & Lodging Exemption, the P-Card may NOT be used for employee meals and lodging.
The following other typical travel expenses may be purchased with a P-Card:
Registration
Airfare
Ground Transportation
Parking
travel policy . Always complete a travel authorization form before you book travel. See more travel
guidance here .
The State P-Card Program only allows the P-Card to be used for employee meals & lodging when the employee is traveling
in a chaperoning capacity. Email pcard@winthrop.edu for further inquiry.
Before you travel, read the travel policy . Always complete a travel authorization form before you book travel. See more travel
guidance here .
Yes. Any travel expense that is permissible through Winthrop's Travel Policy may be purchased for a student using a Winthrop P-Card.
Before you travel, read the travel policy . Always complete a travel authorization form before you book travel. See more travel
guidance here .
This is highly discouraged. Alternatively, we suggest that the vendor add a fee for travel expenses to their contract.
Remember that Winthrop requires a current W-9, Purchase Order, and CPS form for every
vendor. Click here for more information.
Food or meals for employees cannot be purchased with the P-Card or through any other method at Winthrop University. If
the Foundation is paying for food or meals, they would need to agree to pay the invoice
directly.
Food or meals can be purchased for non -employees if there is an appropriate business purpose.
The P-Card cannot be used for an employee's travel meals or travel lodging. See the
travel section above for more information and a possible exemption.
Alocohol or Tobacco cannot be purchased with the P-Card or through any other method
at Winthrop University.
To place a catering order with Chartwells, review the menu here and email your order to bluelinecatering@compass-usa.com to receive a 15% discount on the listed prices. Discounts are not offered on custom
orders.
Food or meals for employees cannot be purchased with the P-Card or through any other method at Winthrop University.
Gift cards, certificates, value cards, etc. cannot be purchased with the P-Card or
any other method at Winthrop University.
Gift cards received as promotional items are to be used to the benefit of the State
and should be turned in to the P-Card Administrator at 210 Tillman Hall.
Gifts, entertainment, personal items, or personal services intended for cannot be
purchased with the P-Card or through any other method at Winthrop University.
If you accidentally use the P-Card for a personal transaction, you must fill out this form and upload it with the receipt in to BofA Works. You must also make a departmental
deposit using this form and submit repayment to Cashiers at 22 Tillman.
Subscriptions cannot be purchased with the P-Card unless the terms and conditions have been reviewed and approved through contracts@winthrop.edu .
Fees paid to an independent contractor must be processed through Accounts Payable
for tax recording & reporting purposes.
Remember that Winthrop requires a current W-9, Purchase Order, and CPS form for every
vendor. Click here for more information.
P-Cards may only be used to pay for one transaction at a time and not to pay the accumulated
balance of an account with a vendor.
Cardholders are responsible for:
Completing annual training timely
Staying in budget
Ensuring appropriate business purpose
Using vendors on State Contract
Obtaining best value with purchases
Avoiding prohibited transactions (see above)
Giving itemized receipts to the liaison timely
Giving "business purpose" commentary to the liaison timely
"Why" it's appropriate, not "what" the purchase is
Signing off on all transactions in BofA Works timely
Best practice is every Friday
Requesting a temporary increase in the single transaction limit, as needed
Calling the BofA phone number on the back of the card with transactional questions
Liaisons are responsible for:
Completing annual training timely
Reviewing for prohibited transactions
Reviewing for transactions exceeding the single transaction limit
Uploading itemized receipts from the cardholder
Uploading "business purpose" commentary from the cardholder
"Why" it's appropriate, not "what" the purchase is
Ensuring purchases are allocated to appropriate FOAPs
Signing off on all transactions in BofA Works timely
Best practice is every Friday
Only once all documentation and allocations are complete
Notifying the P-Card Administrator at pcard@winthrop.edu of:
Transactions that appear prohibited
Transactions that appear in excess of the single transaction limit
Unused P-Cards or terminated cardholders
Challenges obtaining information from cardholder or supervisor
Supervisors are responsible for:
Completing annual training timely
Reviewing for appropriate business purpose in BofA Works
Ensuring timely cardholder sign off in BofA Works
Ensuring each transaction has an itemized receipt in BofA Works
Signing off timely in BofA Works when all requirements are satisfied
These are the common reasons a transaction isn't going through:
The total is greater than your single transaction limit
The transaction would cause your monthly limit to be exceeded
The restaurant host is trying to run your card on the "bar" side of the restaurant
You are trying to buy something from a vendor that is blocked
Employees that know the answers to these questions encounter very few issues:
What is my single transaction limit?
What is my monthly limit?
Do I have any flagged transactions that are counting against my monthly limit?
What transactions are prohibited?
Contact the P-Card Administrator at pcard@winthrop.edu for support.
Call the phone number listed on the back of your card and dispute the fraudulent charges
with Bank of America. Notify your liaison and contact the P-Card Administrator at
pcard@winthrop.edu if you need additional help.
Contact the P-Card Administrator at pcard@winthrop.edu and they will have a new card issued to you.
Complete this Missing Receipt Affidavit and upload it in lieue of receipt in BofA Works.
If you accidentally use the P-Card for a personal transaction, you must fill out this form and upload it with the receipt in to BofA Works. You must also make a departmental
deposit using this form and submit repayment to Cashiers at 22 Tillman.
If you are having challenges with the cardholder, liaison, or supervisor related to
P-Cards, contact the P-Card Administrator at pcard@winthrop.edu and they will work to resolve the challenge.
Questions? Email pcard@winthrop.edu and we will happily assist you.
