Purchasing Card

7-02.16 Administrative Policy Regarding Use of Purchasing Card (P-Card)

University Pcard Manual

Departmental Pcard Quick Reference Guide

Guide to Using Works®

Pcard FAQs

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

Pcard Cardholder Agreement

Pcard Reconciler Agreement

Pcard Approver Agreement

Cardholder/Reconciler Training

• Slides

1. Read the University Pcard Manual. - This manual includes the university's pcard policy as well as the program's procedures. Email pcard@kent.edu if you have any questions.
2. After reading the manual:
   1. Complete the Pcard Application (if you are going to be a cardholder)
   2. Complete a Pcard Cardholder Agreement (if you are going to be a cardholder)
   3. 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)
   4. Email all completed and signed forms to pcard@kent.edu
3. Once your forms are submitted, your card will be ordered and/or you will receive a Works Welcome Email that contains your login credentials.
4. 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.
5. Review the Guide to Using Works. - Works is Bank of America's online transaction management tool. The guide will instruct you on how to use the system to manage and reconcile your card's transactions.

Approver Training

• Pcard Approver Self-Study Training Instructions

1. Read the University Pcard Manual. - This manual includes the university's pcard policy as well as the program's procedures.
2. 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.
3. Return the Pcard Approver Agreement form to pcard@kent.edu.
4. 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.​​​​​​​
5. Review pages 1 and 15 through 17 of the Guide to Using Works. - Works is Bank of America's online transaction management tool. The sections that you read will introduce you to Works and instruct you on how to flag and approve transactions within the system.

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