Procurement & Contracts - Visa Purchasing Card

Introduction

The AU Visa Purchasing Card is a combination of two programs- a PCARD Program and a Travel Program. This policy refers to the PCARD component of the AU Visa Purchasing Card. The Travel Card Guidelines are included in this manual and also on the Procurement & Contracts website. The advantage of the AU Visa Purchasing Card is that you get the advantage of two cards while only having to carry one. PCARD in this Policy and Procedure document refers to the PCARD-enabled functionality of the AU Visa Purchasing Card.

The PCARD Program allows authorized cardholders the ability to purchase materials needed for the operation of their departments directly from a supplier. The PCARD is designed to save time and effort from filling out requisitions, processing purchase orders, and reconciling checks with invoices. It will improve the efficiency of processing low dollar purchases from any vendor that accepts the VISA credit card. Many of the vendors who AU currently does business with by purchase order, will accept a credit card for purchases.

Obtaining & Activating a PCARD

Any University faculty and staff member who has a need to purchase goods from an external supplier, and is authorized by their School Chair or their Department Head is eligible to receive a PCARD. The first step in obtaining a PCARD is for the requestor to complete a Cardholder Application Form. The completed form must contain all of the required information and be approved by the School Chair or Department Head before submitting it to pcd@american.edu.

Upon receipt of the application, all information will be reviewed and forwarded to Bank of America for processing. Requests for new PCARDs are normally processed within 10 working days upon receipt by Bank of America. The new card will be sent to the Program Administrator who will schedule a time for cardholder training. If the supervisor ("approver") has not completed training, the program administrator will also schedule a time for the "approver" to attend an upcoming PCARD training session. The cardholder is required to sign a Cardholder Agreement Form and attend a formal PCARD training session. After completion of the training session, the PCARD will be given to the cardholder. Upon receipt of the PCARD, the cardholder must contact Bank of America Customer Service at (888) 571 -1000 to activate their PCARD using their AU identification number.

Visa P-Card Policy and Guidelines