About
The PCard is the preferred method of payment for purchases totaling less than $5,000. The University offers use of a VISA card to authorized, full-time employees. This card may be used wherever VISA is accepted, within the prescribed limits set forth in the PCard Policies. Please refer to the Allowable / Unallowable section for proper and improper PCard uses.
Procedures/How-To's
The most recent User Guide is located at the bottom of the Works Application page.
User Guide as of 5/5/2015 →
Some vendors have special instructions that need to be followed when making tax-exempt purchases:
Harris Teeter
- ♦ Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
- ♦ Ask your cashier to retrieve the “Tax Exempt Clipboard” to record your purchase.
- ♦ This will cue them to properly process your charge.
- ♦ You will need your UNCG ID and PCard to prove that you are with the university.
- ♦ PLEASE NOTE: We need to be registered at the INDIVIDUAL store that you are purchasing from. Currently, we are registered at the following locations:
• Friendly Center: 3310 W. Friendly Ave., Greensboro, NC
• North Elm Village: 401 Pisgah Church Rd., Greensboro, NC
• Tanglewood Commons: 4150 Clemmons Rd, Clemmons, NC - ♦ If you need access to another location, please notify the PCard Department at 334-4461.
Lowe’s Foods
- ♦ Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
- ♦ Ask your cashier to retrieve the “Tax Exempt Notebook” to record your purchase.
- ♦ This will cue them to properly process your charge.
- ♦ You will need your UNCG ID and PCard to prove that you are with the university.
- ♦ PLEASE NOTE: We need to be registered at the INDIVIDUAL store that you are purchasing from. Currently, we are registered at the following locations:
• 1581 New Garden Rd., Greensboro, NC - ♦ If you need access to another location, please notify the PCard Department at 334-4461.
Lowe’s Home Improvement
- ♦ Purchases from Lowe’s Home Improvement should be made through the punchout catalog in eMarketplace to receive pricing at higher discounts. Lowe’s ships, delivers or will have your order available for in-store pickup
- ♦ In the case of an emergency:
• Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
• Provide your cashier with our account number of 038700007.
• If your cashier needs to look us up using our name, we are in their system as “UNC Greensboro”.
• You will need your UNCG ID and PCard to prove that you are with the university.
Office Depot
- ♦ Purchases from Office Depot should be made through the punchout catalog in UNCG’s eMarketplace. Tax exemption is already applied to orders placed through the eMarketplace system.
- ♦ In case of emergency:
• Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
• Provide your cashier with our account number of 24951479.
• You will need your UNCG ID and PCard to prove that you are with the university.
Staples
- ♦ Purchases from Staples should be made through the punchout catalog in UNCG’s eMarketplace. Tax exemption is already applied to orders placed through the eMarketplace system.
- ♦ In case of emergency:
• Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
Best Buy
- ♦ Each department must establish their own sales tax exempt account with Best Buy. Best Buy will not accept UNCG’s 400004.
- ♦ You will need your UNCG ID card to prove that you are with the University to establish your sales tax exempt account, called a “Quick Card” account.
- ♦ Be sure to notify your cashier that you are making a sales tax exempt purchase BEFORE the first item is scanned. You must present your ORIGINAL Quick Card. Copies will NOT be honored.
Walmart
- ♦ Each department must establish their own sales tax exempt account with Walmart. Walmart will not accept UNCG’s 400004.
- ♦ You will need your UNCG ID card to prove that you are with the University to establish your sales tax exempt account.
- ♦ Be sure to notify your cashier that you are making a sales tax exempt purchase BEFORE the first item is scanned. You must present your ORIGINAL sales tax exempt card. Copies will NOT be honored.
All PCard transactions must include documentation of a clear Business Purpose. The Business Purpose is required so that a reconciler, approver, card administrator, and/or auditor may reasonably conclude and agree that the transaction is an appropriate business expense.
Business Purpose
The business purpose is a statement that adequately describes the PCard transaction as a necessary, reasonable, and appropriate business expense for the University. All PCard transactions must support or advance the goals, objectives, and mission of the University.
UNC Greensboro must consistently comply with legal, governmental, and auditing requirements. Providing thorough and complete transaction justification and supporting documentation minimizes the risk of potential non-compliance.
All PCard transactions, regardless of funding source, must have a clear business purpose.
The specific business purpose for each transaction must be included on each transaction within the Bank of America Works system – Description Field on the Allocation & Detail page.
Why the Description Field?
- ♦ The Works Comments Field is not reportable or searchable
- ♦ The Works Description Field is reportable and searchable
- ♦ Approvers can more easily view the Description Field
- ♦ First 35 characters of the Description Field is imported into Banner
The Business Purpose should answer these questions:
- ♦ WHO: Note specifically who the expense is for or who was at the event or activity funded by the University
- ♦ WHAT: Detail what was purchased or what type of event or activity occurred
- ♦ WHEN: Document when an event or activity occurred, when an item was purchased, or when services were performed
- ♦ WHERE: Document where the business activity took place. Where was the item used, location of the services performed, specific place of travel, location of event or activity.
- ♦ WHY: Substantiate why the transactions are reasonable and appropriate to meet the needs of the University. What is the primary reason for the transaction? How does this transaction support or advance the goals, objectives, and mission of the University.
Below you will find helpful examples of appropriate and insufficient Business Purpose Descriptions.
Appropriate Business Purpose:
- ♦ Office Supplies - Procurement Services purchased copy paper and pens for office staff use.
- ♦ Event/Activity - Bryan School of Business hosted the Institute of Supply Management (ISM)Triad Chapter meeting held in the Bryan School on the evening of Jan. 15th. The event was open for Bryan School of Business students to meet leaders of various Triad businesses and to learn about blockchain technology.
- ♦ Catering - Food for guest and students attending the Bryan School of Business – Institute of Supply Management (ISM) Triad Chapter meeting hosted in the Bryan School on Jan. 15th.
- ♦ Academic/Educational Supplies - Professor Smith in the Math Department purchased Trigonometry book to finalize the Math 101 fall semester class.
- ♦ Travel - John Smith, Purchasing Specialist in Procurement Services, is attending the National PCard Conference Feb 16-17, 2021 in Charleston, SC to learn the latest PCard trends, policies, and procedures.
Insufficient Business Purpose:
- ♦ Office Supplies - pens for class
- ♦ Event/Activity - ISM Meeting on campus
- ♦ Catering - Food for University event
- ♦ Academic/Educational Supplies - Book for Professor Smith
- ♦ Travel - John Smith professional travel to Charleston, SC
Forms & Links
Allowable/Unallowable List
Material/Supplies/Commodity
- ♦ Services from Incorporated Suppliers (INC)
- ♦ Services from Limited Liability Corporations (LLC)
- ♦ Advertising*
- ♦ Off-campus Catering, Fast Food (refer to food section for more details)
- ♦ Groceries**
- ♦ Computers (eMarketplace only)
- ♦ iPads (5Ws and product Serial Number required)
- ♦ Utilities (cell phones, pagers, cable, etc.)
- ♦ Professional Licenses (In-line with job duties)
- ♦ Rental orders (one-time/non-recurring only; not monthly, annual rent/lease agreements)
- ♦ Memberships
- ♦ Recruiting Services
- ♦ Subscriptions and Magazines (delivered to UNCG address)
- ♦ Shipping and Handling
- ♦ State/Federal Surplus and Purchases from State Agencies
- ♦ Postage (for specific mailing only)
- ♦ UNCG Bookstore (Barnes & Noble)
- ♦ UNCG Dining and Catering
- ♦ Office Supplies
- ♦ Managed Printing Services (MPS)
*Proof of advertisement must be kept on file within the department.
**Refer to: UNCG Basic Spending Guidelines.
Travel*
- ♦ Transportation
- ♦ Commercial Airline, Railroad (coach rate)
- ♦ Rental Cars, Bus (to destination), Taxi (including tip)
- ♦ Airport Limousine, Shuttle Service (including tip)
- ♦ Bus or other Public Transportation (between airport/station and hotel)
- ♦ Internet Services, telephone calls (approved business related)
- ♦ Rental Car Insurance in a foreign country
- ♦ Hotel Room
- ♦ Registrations
- ♦ Parking
- ♦ Gasoline (rental cars only)
- ♦ Travel Agent Fees (although it is recommended to make own travel arrangements)
*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.
All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.
Material/Supplies/Commodity
- ♦ Maintenance contracts
- ♦ Rent/Leases (recurring monthly, annually, etc.)
- ♦ Tuition Payments
- ♦ Consulting Fees/Services
- ♦ Services from Independent Contractors
- ♦ Legal Fees/Services
- ♦ Medical Fees/Services
- ♦ Personal/Unapproved/Unofficial Purchases
- ♦ Commitments for greater than one fiscal year
- ♦ Commitments that span fiscal years
- ♦ Transactions that Exceed or Circumvent Spending Limits
- ♦ Gasoline (other than rental car)
- ♦ Furniture (with the exception of one office replacement chair)
- ♦ Controlled Substances
- ♦ Sit-Down meals*
- ♦ Charitable contributions
- ♦ Insurance
- ♦ Cash or Cash Advances
- ♦ Moving Expenses
- ♦ Construction or Renovation Services
*Refer to: UNCG Basic Spending Guidelines
Travel
- ♦ Restaurants (casual or fine dining)/Food/beverages
- ♦ Limousine (other than airport)
- ♦ Any transportation method not directly related to business
- ♦ Hotel Services/entertainment, including, but not limited to:
• Movies
• Sauna
• Room Service
• Gym/Weight Room
• Refrigerator/Microwave requests
• Foldaway Bed requests
• Laundry (hotel or outside)
• In-room Vending
• Meals/beverages
• Tips (other than stated as allowable)
• In-room Vending (stocked fridge/bar, bottled water, etc.) - ♦ Insurance of any kind except car rental insurance in a foreign country. (The University has an insurance policy for rentals inside the U.S.)
- ♦ Tours or Other Social Activities
- ♦ Expenses of a Personal Nature
- ♦ Any travel arrangements for Non-Resident Aliens*
*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.
All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.
The PCard may NOT be used for any other UNCG entity. Please use the appropriate BanFin form.
PCard Compliance
Delegation of authority to purchase goods using the PCard is a privilege that automatically ceases upon separation from the university or reassignment to another department. The PCard Administrator reserves the right to revoke or cancel PCards where cardholders fail to comply with policy and/or procedure. When deemed necessary by the PCard Administrator, additional information may be requested on any PCard transaction for audit purposes. Audits are performed randomly throughout the month to determine whether or not purchases are made in accordance to State/Federal and University Policies as well as Spending Guidelines. When there is a finding that policy or procedure is not compliant, the PCard Administrator will file for disciplinary action via a PCard Compliance Review Form.
Non-Compliance Issues include but are not limited to:
- ❖ Failing to reconcile by the deadline
- ❖ Failing to approve by the deadline
- ❖ Accidental personal purchase
- ❖ Split transaction to circumvent spending limit
- ❖ Inappropriate or unallowable purchase
- ❖ Failure to comply with NC State Contract Terms
- ❖ Using Debarred vendors
- ❖ Gift Card issues
- ❖ Missing or inadequate receipt
- ❖ Missing 5 Ws, (Who, What, When, Where, Why) information
- ❖ Sales tax issues
- ❖ Misappropriation of funds
- ❖ Other issues deemed as minor by the Procurement Services Department
Disciplinary Actions for non-compliance will be communicated via PCard Compliance Review Form:
- ❖ First Offense – Written warning and/or two week suspension
- ❖ Second Offense – Written warning and two week or up to one month suspension
- ❖ Third Offense – Written warning and revocation of card for one month to permanent
(Any of these offenses may include a request for the PCard holder to repeat PCard training.)
Note - The Procurement Services Department reserves the right to determine the consequence depending on the severity of the infraction. Willful misuse may result in immediate suspension of the PCard and/or termination of the card. Infractions going beyond the third offense will be handled on a case-by-case basis and may result in the permanent cancellation of the cardholder’s PCard.