Please Note:
As we return to campus following the COVID-19 Pandemic, all completed P-Card forms must be originals and have original signatures before they can be processed. They can no longer be sent to us via email.
Cardholder Information
- P-Cardholder Training Power Point Presentation
- Process for Requesting Prior Approval
- Lost P-Card Contact for Bank of America
Within the US - 1-888-449-2273
Outside the US - 1-602-379-8753
P-Card Processing in WORKS
- Bank of America Login
- P-Card Reconciler Training Handouts
- Reconciler-Approver Instructions for Online Processing
- Report to Run for Approvers to Complete Online Approvals
- FY 22/23 Reconciler & Approver Dates and Deadlines
*P-Card Due Dates Calendar - How to Determine What Transaction is Associated with International Transaction Fee
*Form for Requesting Prior Approval for Purchase from Foreign Vendor - To Remove Sales Tax Not Actually Charged
Docuware Links to Submit P-Card Reports
- Link for Submitting Initial P-Card Report
- Link for Resubmitting P-Card Report (For Use only when changes have been made to the original submission)
P-Card Reconciliation Reports
- Instructions for Preparing and Submitting Electronic Copies of P-Card Reconciliation Reports
- When to Use the Documentation of P-Card Purchase Form
- Instructions for Access to WEBFocus Dashboard for P-Card Reconciliation Report
Forms
- P-Card Cardholder Account Application [PDF, 78KB]
- P-Card Reconciler Application [PDF, 55.5KB
- P-Card Approver Application [PDF, 1,124KB
- P-Card Account Maintenance/Cancellation Form [PDF, 29KB]
- P-Card Dispute Form [PDF, 58KB]
- P-Card Transaction Log [PDF, 11KB]
- Documentation of P-Card Purchase (Replaces the Event Expense Form for P-Card Use Only)
*When to Use the Documentation of P-Card Purchase Form - Form for Requesting Prior Approval for Purchase from Foreign Vendor
Additional Resources
- Division of Purchase and Contract Debarred Vendors
- ASU IT Security Recommendations
- ASU Tax Exempt Certificate
- ASU Chart of Accounts
- Appalachian State University Accounting Manual & Spending Guidelines
- Requesting Yomart Access/WebFocus Dashboard Campus Budgets (Must be filled out by Approver/Supervisor)
- Controller's Office Receipt Documentation Procedures
- Foreign Purchases - Form for Requesting Prior Approval for Purchase from Foreign Vendor
- IT Acquisition - Process for Prior Approval for IT Acquisitions (Software/Hardware Purchase)
- IT Standard Purchase - Process for Prior Approval for Standard IT Purchase
- Guidance on when to submit an IT Acquisition Request
- Blank Deposit Form
Contacts
Jane Fitchlee - P-Card Administrator, 828-262-2082, fitchleejm@appstate.edu
Judy Goodwin - Assistant P-Card Administrator, 828-262-4003, goodwinjl@appstate.edu
Chad Hicks - Interim Director of Materials Management, 828-262-4004, hicksce@appstate.edu
Approver's Instruction Video