Purchasing Card
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Pcard Contact Information
- Accounts Payable
- Email: pcard@kent.edu
- Phone: 330-672-2607
- Bank of America
- 1-888-449-2273 (inside U.S.)
- 1-602-379-8753 (call collect outside U.S.)
- Works Login -
- Accounts Payable
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Policy and Procedures
7-02.16 Administrative Policy Regarding Use of Purchasing Card (P-Card) Provides framework for pcard program and states that all procedures will be located in the University Pcard Manual University Pcard Manual Authoritative document containing all pcard program procedures Departmental Pcard Quick Reference Guide Trifold brochure containing a summary of departmental pcard quick tips ® User manual for Bank of America's online pcard management tool. Pcard FAQs Frequently asked questions and their answers -
Account Request and Maintenance
Pcard Application Use to request a new pcard account
IMPORTANT: Complete the training steps that are listed in the Pcard Training section before submitting your application.
Pcard Maintenance Form Use to request pcard account changes and cancellations Pcard Cardholder Agreement Use to document acknowledgement of the Cardholder Agreement terms Pcard Reconciler Agreement Use to document acknowledgement of the Reconciler Agreement terms Pcard Approver Agreement Use to document acknowledgement of the Approver Agreement terms -
Pcard Training
Cardholder/Reconciler Training
- Live (online) training is required
All cardholders and reconcilers must attend live (Teams-based) training. Training is offered twice each month.
Register for a Pcard Training Session.
After completing training:
- Complete the Pcard Application (if you are going to be a cardholder)
- Complete a Pcard Cardholder Agreement (if you are going to be a cardholder)
- Complete a Pcard Reconciler Agreement (if you are going to reconcile your own card or are serving as a proxy reconciler for somebody else's card)
- Email all completed and signed forms to pcard@kent.edu
Once your forms are submitted, your card will be ordered and/or you will receive a Works Welcome Email that contains your login credentials. You then must register with Works using the link provided in your Works Welcome Email. Once complete, you will be ready to complete your part of the transaction reconciliation process.
Approver Training
- Pcard Approver Self-Study Training Instructions
- Read the University Pcard Manual. - This manual includes the university's pcard policy as well as the program's procedures. If you have questions about the program, email pcard@kent.edu. We are happy to answer questions!
- Read and sign the Pcard Approver Agreement.- By signing this, you are certifying that you have completed and understood pcard training and agree to fulfill your responsibilities as an approver. List the names of all of the cardholders whose transactions you approve on the Cardholder Name line. You may leave the Acct last 4 digits line blank.
- Return the Pcard Approver Agreement form to pcard@kent.edu.
- Register with Works using the link provided in your Works Welcome Email. Once complete, you will be ready to complete your part of the transaction reconciliation process.
- Review pages 1 and 15 through 17 of the to understand how to approve transactions.
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Pcard Purchase Documentation
Departmental Pcard Purchase Log
Use to track pcard purchases made by others
Lists of Account and Commodity Codes
Both lists are found on the BAS website.
Substitute Pcard Receipt
Use to document purchases for which no itemized receipts can be obtained