Anyone with access to Workday can run a “Find Pcard Transaction-CR”. This report has a several prompts, which can narrow down a date range, verification status and one or more cardholders.

No. The correct process is to print and complete Bank of America’s Dispute Form (included with our forms on this website), and fax that document to Bank of America.  The fax number is included on the form.  Cardholders have 60 days from the date of the statement on which the disputed transaction appeared to dispute a charge with the bank.

Disputes cannot be made with the bank until the charge has appeared on your statement.  Before you can dispute the charge with the bank you must make a sincere effort to work out the dispute with the vendor, which you must document.  The bank may ask for the details of your attempts to reconcile with the vendor before they will investigate a disputed charge.

Yes. The PCard may be used to pay for conference or workshop registration fees if it is held in the United States. All other travel expenses for an employee such as food, lodging, parking, etc., must be processed as normal travel expenses, and may not be charged on the PCard.

Yes, but make sure that you are using a secure site. One indication that a site is secure is if an "s" appears after http in the vendor URL (i.e. https://www). Another indication is a "lock" symbol appearing in the bottom left hand corner of the website. Most secure sites place an announcement on their site.

The approver cannot make changes to the verification. If changes need to be made, the verification should be sent back to the cardholder with notes in the comment section of what needs to be edited.

The final submission of the transactions verification to the workflow and the attestation can only be done by the cardholder herself/himself, however, the preparation of the verification can be done by others. Anyone with Workday access can type “verify procurement card transaction for worker” into the search bar, and be taken to a specific cardholder’s new transactions. This person can then fill in the business purpose, allocate to cost centers and driver worktags, and upload documentation.

There is a Workday app available for phones and tablets.

No, it's one receipt per transaction, but you can attach the same receipt multiple times if it lists multiple charges from the report.  The receipt must match with the transaction amount, and if it does not, the cardholder must provide clarification

Yes. When you receive your card, you will need to activate it with:
1. Your verification ID, which can be found on the letter that comes with your new card
2. The phone number associated with your card (listed on Pcard Request Form).

Cards that have been replaced as Lost/Stolen will need to contact pcard.ask@business.gatech.edufor activation information.

The PCard Administration Team is available to assist you. PCard Administration can be reached at pcard.ask@business.gatech.edu.

No. Your personal credit is not affected in any way by using the Georgia Tech PCard unless you personally, fraudulently misuse the PCard. The Institute is responsible for all authorized charges.

Yes. We encourage you to report any suspected fraud, whether it is PCard related or not. The anonymous hotline that the Institute uses is 1-866-294-5565 or the Ethics Point website. You will not have to give your name if you do not want to do so. This website and telephone number can also be used to report any type of suspected waste, abuse, or ethical issues, as well as any suspected fraud of any kind.

An overview of the card program, along with forms and training presentations, is located on PCard section of this website.

Financial staff should regularly run the “Find Pcard Transactions – CR” report to check on the status of the transactions for their cardholders and departments. This report will indicate which cardholders have transactions that need to be reconciled and submitted, transactions that are in the approval process, and transactions that have been fully verified and posted to the ledger.

Documentation will be retained in accordance with records retention and fund requirements. For transactions posted on or after October 28, 2017, this documentation will be housed in Concur and/or Workday. For transactions prior to October 28, 2016, statements with documentation must be kept by the Department.

Original receipts must be kept by the cardholder or department for one year per DOAS Policy (rolling 12 months).

In Workday, cardholders are associated with a department, but they are able to select any active cost center or worktag. Based upon where their transactions are allocated, the approval workflow automatically routes the verification to the approvers assigned to those cost centers and/or worktags. These approvers are then responsible for the review and approval of the transaction verification.

In both cases, you should give your PCard to your department's PCard coordinator. They will cut up the card and notify PCard administration that you are either leaving Georgia Tech or transferring to another department. If you transferring and will need a PCard in your new position at Georgia Tech, then you will need to meet with your new department's PCard coordinator to complete a new application and employee agreement with the appropriate approvals.

There are a number of reasons why a charge may be declined. For example, you may have reached your monthly dollar limit or the individual charge may exceed your single transaction limit. You may have attempted to purchase an item that is not allowed on the PCard. Often a charge can be declined because the vendor has keyed in your PCard information incorrectly, especially the expiration date. Your PCard may have been suspended, canceled, or expired for some reason.

If none of the reasons above explain why the charge is not going through, get in touch with your department PCard coordinator, or email pcard.ask@business.gatech.edu.

Please report this to the bank as soon as possible using their toll free number (888-449-2273). Please review the last charge that you made with your PCard, so that the bank can give you credit for any fraudulent usage of the PCard. Please see the question regarding credits for fraudulent usage.

Yes, contact pcard.ask@business.gatech.edu for assistance.

There is no standard daily dollar limit for using the PCard but every cardholder has a Single Transaction Limit which they cannot exceed. PCard holders also have monthly or cycle dollar limits. These limits are decided by your department head in conjunction with the Department PCard Coordinator based on the estimated card usage. If the requested limit is available, the Pcard will apply this limit to a card.

Yes, but to be certain that the food purchase is allowable it is best to review the policy Purchase of Food and Group Meals for Employees, Students, and Guests (5.2.1.9).

Workday has “alerts” in the upper right hand corner of the homepage. Here users can find notifications that they have new transactions or transactions that are aging that require their attention. The “Daily Digest” email generated from Workday and then emailed to users will also show when transactions are available to verify or approve.

You should mark out all the numbers except the last 4 digits. You should protect your PCard and PCard number at all times.

The State of Georgia Procurement Card (PCard) is a valuable tool for quickly and efficiently purchasing and paying for small value items under $2,500.00. The PCard is issued through Bank of America to a qualified applicant of Georgia Tech.

Contact the merchant for a possible duplicate and document your attempts. Complete the PCard Receipt Replacement Form, which can be used on an exception basis.

Contact the vendor to notify them that Georgia Tech has an exemption certificate and have the vendor process a credit for the sales tax. Provide the vendor with the proper Tax Exemption Certificate.

Immediately contact the Bank of America’s Fraud Department at 1-866-500-8262. If your PCard has been compromised or used fraudulently, the bank will immediately cancel your account and reissue a new PCard. This PCard will be delivered to your statement address (the address listed on the original Pcard Request form). The bank will also credit your account for any fraudulent charges that have been made. Make sure that you get all credits that you are due, and if necessary, sign the bank’s dispute form and return it to them immediately.

The process history will show that a verification was sent back, and the notes from the approver that correspond with that action. Workday will not, however, show exactly was actions were taken by the cardholder, only that the verification was resubmitted to the workflow.

Only the central Pcard office can add documents to a transaction verification that has been fully approved.

If a cost center is already set up with multiple approvers, the verification will be available to the other Pcard Cost Center Managers. If there are no Pcard Cost Center Managers for that cost center, a delegation can be set up before the person’s absence begins. The delegation can only be to someone who already has the PCCM role in Workday, and must be approved by the Pcard central office.

Transaction limits are set by the State of Georgia. Large purchases that are over your transaction limit should be purchased on a purchase order (PO).

All transactions that post to the bank are automatically uploaded into Workday for review and approval. Users must perform all reconciliation in Workday, and there are no requirements that paper copies of statements be maintained (though paper receipts are required to be kept for 12 months after the purchase). If a user still would like to have a paper copy of their statement, they can contact Bank of America and request that one be sent. The default for all new and existing users will be paperless.

Auditors will be able to access all Pcard transactions in either Works or Workday, without having to contact the departments.