IMPORTANT: Purchases with a cost of $5,000 or more require prior approval from the PCard Office.
Purchases of $5,000 or more completed on a PCard without obtaining the required pre-approval are subject to a strike being issued on the PCard used for the purchase.
Click Here to Submit a Request A quote or invoice with a description of your desired purchase must be attached during the completion of the form.
You will receive an email to approve or deny your request. Do not complete your purchase until the PCard Office and all other required approvals are received. If the required documentation is provided when the form is completed, you can expect a response to your request within 3 business days.
PCardholder Information
- PCardholder 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
- PCard Reconciler Training Handouts
- Reconciler-Approver Instructions for Online Processing
- Report to Run for Approvers to Complete Online Approvals
- FY 24/25 Reconciler & Approver Dates and Deadlines
*PCard Due Dates Calendar - How to Determine What Transaction is Associated with International Transaction Fee
- To Remove Sales Tax Not Actually Charged
- 3 Strike Policy
Docuware Links to Submit P-Card Reports
- Link for Submitting Initial PCard Report
- Link for Resubmitting PCard 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 PCard Reconciliation Reports
- Documentation of PCard Purchase Form is No Longer in Use - Please use the link for "Documentation of Event Expense Form" (DocuSign) on the Controller's Office Confluence Forms Page under Contracts and Grants to document purchases as needed.
- Instructions for Access to WEBFocus Dashboard for PCard Reconciliation Report
PCard Program Forms
- Procurement Card (PCard) Application
- PCard Reconciler Application
- PCard Approver Application
- PCard Add/Remove Fund
- PCard Cancellation
- PCard Demographic Changes
- Temporarily Suspend or Reactivate Previously Suspended PCard
- Request for PCard Purchase Costing $5,000 or Greater
- PCard Transaction Log [PDF, 11KB]
- Documentation of PCard Purchase Form is No Longer in Use - Please use the link for "Documentation of Event Expense Form" (DocuSign) on the Controller's Office Confluence Forms Page under Contracts and Grants to document purchases as needed.
Enterprise Rental Car Reservations
Rental Car Reservation Link (The contract number for App State is NC53A11)
Additional Resources
- Division of Purchase and Contract Debarred Vendors
- ASU IT Security Recommendations
- ASU Tax Exempt Certificate - Located on Controller's Office website under FORMS
- Florida Tax Exemption Certificate - Expires 01.31.29
- 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)
- Receipt Requirements - Please refer to the Finance & Administration Knowledge Base for receipt standards
- Gifts, Awards and Prizes - Form for Requesting Prior Approval for Gifts, Awards and Prizes
- 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 Acquisition Request Forms
- IT Standard Purchase - Process for Prior Approval for Standard IT Purchase
- Guidance on when to submit an IT Acquisition Request
- Blank Deposit Form
Contacts
PCard Program Email: pcardprogram@appstate.edu
Jane Fitchlee - P-Card Administrator, 828-262-2082
Ashley Carver - Assistant P-Card Administrator, 828-262-4003
Chad Hicks - Director of Materials Management, 828-262-4004
Approver's Instruction Video