Purchase Card Program

If your responsibilities as an employee of Lewis and Clark College call for the use for a corporate purchasing card, your supervisor may authorize your application for a Visa credit card program provided by Bank of America. Some guidelines include:

• Previously, allowable purchases included office supplies, teaching materials,
memberships, subscriptions, and other consumables. The program is now expanded so cards can be used to pay for all business expenses including travel, meals,
entertainment, and payments to individuals for services. All conditions of the Lewis & Clark Travel and Entertainment Policy continue to apply, including the use of the Travel & Entertainment Expense Report.

• Purchasing cards do not have ATM or cash withdrawal privileges.

• Personal charges are not allowed.

• Single transaction and monthly purchasing limits will be assigned as directed by your supervisor.

• Currently, card holders receive an account statement sent directly to their campus mail box each month by Bank of America. Card holders confirm purchases, designate the budget line for each transaction, and obtain their supervisor’s approval of the activity. Once the new card program is introduced account statements will be sent electronically, and sign-off and approvals will be done on-line.

• The card account balance will continue to be paid in full by Lewis & Clark College on the 10th day of the following month. The credit limit is restored each billing cycle after the completion of Cardholder and Manager approvals.

• A printed copy of the cardholder’s account statement and original receipts must be submitted to the business office within 10 business days of each purchasing cycle-end date (24th of each month). 

• Inappropriate use of the card or improper reporting may result in credit hold and/or
termination of card privileges.

• Interim or prior account statements and transactions can be viewed on-line through the Bank of America web-site.

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Purchasing Card Program Handbook

Required application forms:

Purchase Card Application Form

Purchase Cardholder Agreement

 

During Summer 2012, business office staff will conduct training on the new Works system for current Bank of America Visa card holders.  If you have questions or want to schedule a training session please call us.

Links to training materials:

Purchase Card Orientation

Purchase Card / Visa Transaction Sign Off

Printing your Visa Billing Statement

How to Run a Billing Statement Report if it doesn’t appear in your queue

Link to Bank of America Works system

Lost or Stolen Card?  Call Bank of America (1-888-449-2273)

More assistance:

Steve Kirkwood, 7798 kirkwood@lclark.edu
Wendy Washburn, 7878 washburn@lclark.edu