With the Meal & Lodging Exemption, the following typical employee travel expenses may be purchased with a P-Card:
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.
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:
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.
Yes. Any travel expense that is permissible through Winthrop's Travel Policy may be purchased for a student using a Winthrop P-Card.
This is highly discouraged. Alternatively, we suggest that the vendor add a fee for travel expenses to their contract.
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. If you are chaperoning a student trip, you may be eligible for an exemption. See the travel section above for more information about a possible exemption.
You may obtain a travel advance for meals and lodging that will be purchased with personal funds. See Travel Guidelines.
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.
Purchases under $250 may be made directly from non-contracted vendors. Catering events over $250 must go through Dining Services or receive an approved exception from both Dining Services and Finance and Business Affairs.
Gift cards, certificates, value cards, etc. cannot be purchased with the P-Card or any other method at Winthrop University.
Gifts, entertainment, personal items, or personal services intended for cannot be purchased with the P-Card or through any other method at Winthrop University.
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.
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:
Liaisons are responsible for:
Supervisors are responsible for:
This limit represents the maximum allowable amount for any one purchase and may not be exceeded. Splitting purchases to stay under the single transaction limit is strictly prohibited and considered a violation of program policy.
Most single transaction limits fall between $1,500 and $2,500. If you are unsure of what your single transaction limit is, please feel free to reach out to the P-Card Administrator.
Complete the Procurement Card Limit Increase Request form ahead of the intended purchase and submit it to the P-Card Administrator for approval. Once approved you will be notified when your limit has been increased.
If you or your cardholder have exceeded the single transaction limit while using your p-card, contact the P-Card Administrator at pcard@winthrop.edu for support.
For purchases over $10,000 but under $25,000, you will need three quotes of the item(s) or service(s) you wish to purchase. If you are having trouble finding three quotes, please reach out to Procurement Services to begin a Request for Proposal. For more information on Small Purchase Procedures, please visit the procurement FAQ page here or contact us at purchasing@winthrop.edu.
These are the common reasons a transaction isn't going through:
Employees that know the answers to these questions encounter very few issues:
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 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.
