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Office of Business and Finance

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:

• The P-Card program is now expanded so cards can be used to pay for all business expenses including travel, meals, entertainment, supplies and vendor invoices. All conditions of the Lewis & Clark Travel and Entertainment Policy continue to apply, including the use of the Travel & Entertainment Expense Report.

• Vehicle Rentals made with Purchasing cards provide Auto Rental Collision Damage Waiver coverage for damage due to collision or theft. (Restrictions apply - Please read details on Visa.com).  Cardholder should decline the collision coverage on the rental agreement and report any accidents within 45 days.  This becomes primary collision and theft coverage but does not cover injuries or personal liability.

 • 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.

• Monthly account statements are sent electronically to cardholders’ LC email address, and sign-off and approvals will be done on-line.

• The credit limit is restored each billing cycle after the completion of Cardholder and Manager approvals.  Transactions are not uploaded into budget until both sign offs have been completed.

• Receipts $50 and over must be submitted electronically.  Cardholder and approver must sign off on all transactions by the 10th of the month following the close of the billing cycle. 

• 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.

Oct 1, 2015 - New Rules Regarding Chip and Pin Technology

On October 1st Vendors must have new terminals with Chip and PIN Technology or will be liable for any fraudulent charges they accept.  Chip and Pin Cards terminals require the use of a PIN number.  If you do not have your PIN #, please follow these instructions.

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Purchasing Card Program Required application forms:

Purchase Card Application Form

Purchase Cardholder Agreement

Purchasing Card Program Handbook

Links to training materials:

  Link to NEW Bank of America Works system

  Purchase Card Basics

  Purchase Card Approver Training

  

Information on Uploading Receipts in Works:

  Procedure to upload receipts (text)

  Purchasing Card Receipt Retention Policy and Procedure

  Purchase Card Transaction Sign Off Screen Shots and Upload Receipts

  Lost Receipt Form

 

 

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

More assistance:

Moira Domann,  7878   domann@lclark.edu

Steve Kirkwood, 7798   kirkwood@lclark.edu