P-Card Forms and Resources
Deadlines and Training
- Virtual Training: A one-hour P-Card training is held via Zoom on the second Wednesday of every month. Access the training using this link (Meeting ID: 990 2096 4858 Passcode: 430296) to access the Zoom session. You must be signed into your myBoiseState account to access this meeting.
- Self Guided Training: P-Card (Purchasing 101)
- Self Guided Training: Reconciling P-Card Expenses
P-Card Requests
- P-Card Request form: submit this form to request a new P-Card, card limit changes, payments to blocked merchants, card maintenance (e.g. name change on card or updating default accounting string on the card), or to designate/update roles Works (see Works section below for information on roles).
- P-Card Requests Tracker: use the tracker to follow up on submitted P-Card requests.
Cardholder Resources
Approver Resources
Additional Forms
- Event Expense Summary: this form must be completed if P-Card is used for meals and refreshments for meetings, retreats or events.
- Missing Receipt Affidavit: Receipts are required to authenticate purchases as business-related. If a receipt is missing, it is the cardholder’s responsibility to contact the merchant and ask for a duplicate receipt, if possible. This form is not a substitute for an original receipt and should only be used if all attempts to obtain an original receipt have failed.
- P-Card-Non-compliance-Warning-Form: This form is used by the department approver (or manager) to notify a cardholder of a P-Card issue that needs to be resolved.
P-Card Reporting (Works)
- Works Reporting and Roles
- Works Cardholder Sign Off Quick Reference Guide (QRG): outlines steps for cardholders to sign off and print their Cardholder Statement
- Works Approver Sign Off Quick Reference Guide (QRG)
- Run a Works Cardholder Statement for specific cardholder, for a deactivated account, or to for cycle to date transactions. (job aid)
- Run A Scheduled Works Report on Demand (job aid)
- Run a Customized Works Report using date/cardholder filters (Sign off Status, Authorization of Expense, Cardholder Statement or any available Works template) (job aid)
Video Tutorials
Select a video from the list below.
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Mass Allocate and Sign Off on P-Card Transactions
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Review Work Authorization Log
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Run a Cardholder Statement Report
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Submit and Approve P-Card Requests