FAQs

Works is the mandatory primary platform Bank of America for all P-Card operations, including monthly reconciliation, transaction allocation, signing off, receipt uploads and reporting.

Access Bank of America Works. Your username is case sensitive and was included in Works welcome email. The welcome email contains a secure, one-time registration link that you must use to activate your profile, choose a permanent password and set up your security questions.

• To log in, make sure your Organization ID, Login Name and Password are entered exactly as they were set up.

• If you have multiple failed login attempts, the system will automatically lock your account for security purposes. Once your account is locked, it cannot unlock itself automatically. You will need to contact your internal P-Card Administrator to reset your account and restore your access.

Global Card Access (GCA) is an optional secondary security tool that does not replace Works duties. It is recommended for frequent online purchases to assist with fraud management, security/PIN setting, transaction alerts and checking card status. Global Card Access login. GCA has a mobile app that can be downloaded.

You can check the exact reason for the decline yourself in real-time by reviewing your card’s authorization log.

How to find the decline reason:

1. Log into Works.
2. Hover over the last four digits of your card number.
3. Select View Auth Log.
4. A window will open showing your recent transactions and the specific decline reason.

Potential Fraud / Bank Blocks

• DECLINED BY SCORE 1: Bank of America suspects fraud and has temporarily blocked the card. Contact Bank of America Fraud Specialists at 1-866-500-8262 directly to verify the charges and lift the block.

• FRAUD AUTHORIZATION STRATEGY 1: The billing information does not match. Contact the merchant to verify that the P-Card expiration date, CVV2/CVC2 code and billing address were entered exactly right, then try running the payment again.

Exceeded Limits / Blocked Vendors

• Individual MCCG Is Excluded/Exceeded: The merchant belongs to a blocked category code (MCC).

• Not Enough Available Money: The card’s current cycle balance is too low for this purchase.

• Account Standard Limit Is Exceeded: The purchase exceeds your single transaction limit.

• The Fix: For any of these limit/vendor errors, submit a P-Card Request to ask for a temporary limit increase or an exact override.

User Input Errors

• Invalid CVV / Bad PIN: The 3-digit security code or the card PIN was entered incorrectly. Double-check your information and try the transaction again.

If an unrecognized or suspicious charge appears on your statement, please take the following steps immediately to protect your account:

1. Verify the Merchant: Sometimes a merchant’s corporate billing name looks completely different than the local storefront or website name. Check the transaction amount against your physical receipts to see if it matches a valid purchase.
2. Contact Bank of America: If you confirm the charge is completely unauthorized, call Bank of America Fraud Alerts immediately at 1-866-500-8262 to dispute the charge and have a replacement card issued.
3. Notify P2P: Email the University P-Card Administrator at P2P_PCARD@boisestate.edu to alert them that your card has been compromised.

Note on Reconciliation: You must still reconcile the unauthorized transaction in Works. Upload any fraud documentation provided by the bank, include the claim number or attach a note clarifying that the charge has been reported as fraudulent.

Every P-Card transaction requires a detailed, itemized receipt. If you are missing a receipt for a valid purchase, please follow these steps to resolve the issue:

1. Contact the Merchant: Reach out to the vendor immediately to request a duplicate copy of the itemized receipt or invoice. Most merchants can easily look up the transaction and email it to you.
2. Check Your Email: If the purchase was made online, check your spam or junk folder for an automated order confirmation or digital receipt.
3. Submit a Missing Receipt Form: If you have exhausted all options and the vendor cannot provide a duplicate, you must complete the university’s official Missing Receipt Affidavit / Form.

Important Reminder: The Missing Receipt Form should only be used as a last resort. Frequent use of missing receipt forms in place of actual merchant invoices may result in a review or temporary suspension of your P-Card privileges.

• An Itemized Receipt or Invoice: The receipt/invoice must clearly show the merchant’s name, the date of the transaction, a detailed line-item description of exactly what was purchased, the quantity and the total price.

• A Clear Business Purpose: When reconciling the charge in Works, you must provide a brief, specific description explaining how the purchase benefits Boise State or supports your department’s operations.

• Travel Authorization Number (If Applicable): If the purchase is related to university business travel, an approved Travel Authorization (TA) number must be linked to the transaction in Works and copies of the P-Card receipts should be clearly marked as “Prepaid P-Card” for documentation.

• Event Expense Summary (If Applicable): For group meals, official functions or event hosting, you must complete and file an Event Expense Summary alongside your itemized food or catering receipts.

Retention Policy: All original receipts, vendor documentation and monthly statements must be kept and maintained by the cardholder’s department in accordance with university audit guidelines, Policy 1020. If an original receipt is completely unavailable after exhausting all options to get a duplicate, a Missing Receipt Affidavit must be completed and signed by your supervisor.

Per university and state policy, the P-Card is strictly intended for small-dollar business products and supplies. Using the card for unauthorized items can result in the suspension of card privileges and a requirement to reimburse the university.

The following items are strictly prohibited on a Boise State P-Card:

• Personal Expenses: Under no circumstances can the card be used for personal items, even accidentally.

• Alcoholic Beverages: Alcohol cannot be purchased on a P-Card.

• IT Hardware and Communication Devices: Computers, laptops, notebooks, tablets, cell phones and mobile accessories are strictly prohibited. Contact OIT or use standard procurement channels for these needs.
• Independent Contractors: Payments to or on behalf of independent contractors (including their lodging or airfare) cannot be put on a P-Card.
• Personal Vehicle Fuel: Fuel for personal vehicles is not allowed (mileage should be submitted via an expense reimbursement instead). Fuel for a university-approved rental car is allowed.
• Legal Fees: All legal services and associated fees are prohibited.
• Cash Advances, Salaries or Wages: Traditional payroll, cash options and wage disbursements are prohibited.

Blocked Categories: The university blocks over 300 Merchant Category Codes (MCCs)—including most medical facilities, utilities, fleet dealers and insurance carriers. If you have a valid business need to purchase from a blocked vendor, Submit a P-Card Request before attempting the purchase.

Cardholders (or designated card reconciler) are responsible for daily or weekly monitoring and reconciliation of all transactions as they post to Works. Once the billing cycle closes, you must complete the final sign-off and statement submission.

Reconciliation can be split into a two-part process:

Part 1: Ongoing Reconciling and Sign-Off (During the Cycle)

1. Log into Works regularly as transactions post
2. Review and Edit Accounting Details: Transactions default to a standard segment string based on your profile and an expense account code based on the merchant category. Review each charge and update or reallocate the funding string as necessary.
3. Enter Required Descriptions: Every transaction must have a clear business purpose typed into the description field. For travel expenses, make sure to input your approved Travel Authorization (TA) number.
4. Complete Sign-Off: Once the funding string and descriptions are entered correctly, select the transaction and choose Sign Off. This automatically forwards the expense to your department approver for review.

Part 2: Final Statement Submission (After the Cycle Closes) The standard P-Card billing cycle runs from the 24th of the month through the 23rd of the following month. (Unless cycle end dates is a holiday or weekend day.

1. Download the Cardholder Statement: Around the 25th of the month, you will receive an email from Works with the subject line “Report ready for download”. Follow the link to access your official monthly statement.
2. Compile Documentation: Gather all original, itemized receipts and specialized forms (such as Event Expense Summaries or Missing Receipt Affidavits) associated with that cycle’s transactions.
3. Submit to Your Department: Sign the printed or digital Works Cardholder Statement and submit it alongside your receipts to your department’s designated folder.

Important Deadline: All cardholder reconciliation and sign-offs must be completed before the final few days of the cycle month. P-Card expenses are swept from Works and permanently uploaded to university financial reports on the 1st business day of the month, regardless of sign-off status.