Pcard

When to use it

For purchases of allowable goods and services under $5000.

Procedure

You use it like any other credit card. Purchases may be made over the phone, in person (must have PIN), or on the web.

Sales Tax

UNC is exempt from NC sales tax.

Exceptions:

• Prepared food and beverage taxes levied and administered by various local governments in the State (these are not sales tax)
• State sales taxes levied on electricity or local, private or toll telecommunication services.

Keep in mind we are not exempt from the sales tax of other states. If you’re buying something and shipping it to Georgia, you may still have to pay Georgia’s sales tax.

Some companies (Walmart, Home Depot, Lowe’s) require an extra tax exempt number exclusive to their corporation; Robin Whitley has some of these.

Reconciling

All reconciling is done at the Bank of America Works site.

Cardholders:

• upload documentation
• enter chartfield strings (this is called allocation on the site)
• sign off

Approvers:

• double-check the chartfields
• assess the budget
• make sure it is an allowable expense
• sign off

Once the reconciliation period is over, cardholders must send a report from Works and all physical receipts to the fiscal office. The report should be configured per the image below. For full instructions, see the SOP.

Documentation

• An invoice showing exactly what was purchased and the exact amount that appears in Works.
• A packing slip, which must be signed and dated.  If the item shipped with no packing slip, you may sign and date the invoice instead, but write a note indicating “no packing slip.” If the packing slip cannot be procured before the end of the cycle, upload the invoice by itself and include the packing slip with the physical documentation to the fiscal office.
• A business justification. This goes in the “comment” field that appears when you sign off on a purchase. Put the lab/PI name first, then what was purchased and what it is used for. If there is anything “odd” about the purchase, upload a justification from the person who requested the purchase.  Example: if someone requests we buy condensed milk, we have them write exactly what it will be used for (cultivating bacteria, if you’re curious.)

Filing (Fiscal Office)

File in monthly pcard folders in 357 Rosenau.

Resources

Allowable Expenses
ESE Pcard Policy
ESE Monthly PCard Statement Reports SOP
Finance Home – Pcard section
Pcard Handbook
Pcard Infraction Policy
Tax Exemption Letter
Training
UNC Pcard Policy
Works (Bank of America)
Works – Report Quick Reference Card
Works – Tips and Tricks
Other forms (look under 1200 Expenses) – misuse letter, missing receipt affidavit, etc.

Contact

Hua Shen, Pcard Officer, hua_shen@unc.edu, 919-962-2255
pcard@unc.edu