- Procurement
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- Mandatory Source Summary
- Procedures
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- Procure-to-Pay Level 2 Project Announcements
- Purchase Card
- Self Help Guides
- Service Level Agreement
- SOC & HECVAT Report Inventory (IT Procurement)
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- VCCS Supplier Diversity Program
SSC Hours of Operation
Monday – Friday
8:00AM – 5:00PM
The Shared Services Center Purchasing Card (PCard) Program provides a cost-efficient method of procuring and paying for low value goods and services. Using the PCard simplifies the purchasing process, reduces paperwork, and expedites supplier payment.
- Download the PCard Request form
- Complete form and acquire authorization signatures
- Complete Knowledge Center certification
- Send completed documents to PCard@ssc.vccs.edu
- Purchasing Card will be mailed directly from the bank to the business office 5-10 business days. Upon receipt, the cardholder must contact the SSC via pcard@ssc.vccs.edu
- For more detailed information, please reference p. 5 of the SSC SPCC Policies and Procedures Manual
- Download PCard Change Request form
- Complete form and obtain authorization signatures
- Send to PCard@ssc.vccs.edu
- Changes are effective within 48 hours upon receipt of the form
- For more detailed information, please reference p. 6 of the SSC SPCC Policies and Procedures Manual
Lost/Stolen Cards:
- To report a lost or stolen PCard or to dispute a particular transaction, contact BOA at 888.449.2273. In addition, contact the P-Card Administrator at pcard@ssc.vccs.edu
Disputed Charges:
- In most cases, disputes can be resolved directly between the cardholder and the vendor that provided the goods and services. In addition, contact the P-Card Administrator at pcard@ssc.vccs.edu.
- For additional information, please reference p. 14 of the SSC SPCC Policies and Procedures Manual.
Examples of Prohibited SPCC Purchases Regardless of Funding Source:
- Amazon Pay
- Ammunition
- Automobiles
- Boats
- Business meals over 200% of per diem
- Employee Parking
- Firearms
- Independent Contractor Payments
- Meals, Food, or Beverages for One College Employee
- Mobile Wallets (e.g., Apple Pay, Google Pay, Samsung Pay)
- Moving and Relocation expenses
- Purchases from a Commonwealth employee
- Purchases for personal use
- Travel Insurance
All transactions made with the SPCC are subject to audit and, as such, must have appropriate business justification and be accompanied by required supporting documentation. Individuals who violate these SPCC procedures may have card privileges suspended or permanently revoked and may face additional disciplinary action up to and including termination of employment. Disciplinary action will be enforced by the Agency PA and/or VCCS SSC Procurement based on the severity of the violation. Typical suspension periods for misuse of the card will be 30 or 60 days. Severe infractions will result in card revocation.
If a cardholder’s SPCC is suspended for any reason, any Works Approver roles will also be suspended until reinstatement or otherwise noted, if applicable.
Violations include, but are not limited to the following:
- Personal use of the SPCC or unauthorized purchases
- Fraudulent use of the card by the cardholder
- Authorizing a charge exceeding established transaction limits
- Splitting transactions to circumvent established transaction limits
- Card sharing
- Sharing your Works username and password
- Faxing, scanning, texting, or emailing full account numbers
- Failure to reconcile transactions, including missing documentation or business purpose explanations
- Failure to sign off reconciliations timely by cardholder or approver
- Failure to supply audit documentation
- Failure to properly report loss or theft of a card in a timely manner
- Failure to notify Agency PA of supervisor changes
- Failure to complete mandatory annual SPCC training
The SPCC may also be suspended and/or cancelled for the following:
- Request made by the cardholder’s supervisor and/or approver
- Determination made by VCCS SSC Procurement due to continued violations of policies and procedures, or other conditions
- Termination of employment or change in employment
Merchant Category Blocks
If a particular charge is declined, refer to the following steps:
- Is the purchase a prohibited merchant category? For example, the PCard cannot be used for travel-related expenses. If it is not a prohibited merchant category, proceed to Step #2.
- Is the purchase a legitimate, department-approved expenditure? If yes, proceed to Step #3.
- Contact Bank of America customer service immediately at 888.449.2273 to acquire the appropriate Merchant Category Code.
- Download the PCard Restriction Lift Request Form
- Complete the form including required signature from Requesting Authority
- Send completed form to PCard@ssc.vccs.edu for review and approval with the following included in the subject line: PCARD CHANGE REQUEST.
- Block lifts will be completed within 3 days of request submission.
Here is a detailed list of MCC’s that fall under each industry restriction.
Over Credit Limit
Occurs when monthly spending exceeds the credit limit on the PCard. Solutions include increasing the monthly credit limit using a PCard Change Request form or finding an alternative purchasing method. Here is a detailed list of MCC’s that fall under each industry restriction.
- Use this form to remove an industry restriction on a PCard for the following categories: Accommodations, Car Rental, Oil/Gas, Restaurant/Food, and Travel.
- Send the completed form to PCard@ssc.vccs.edu with the following included in the subject line: PCard Restriction Lift.
- Please allow 3 business days for processing.
The cardholder is responsible for retaining documentation of purchases and returns. The SSC will reconcile transactions in AIS, using documentation and information from the submitted PCard Packet.
Please reference pg. 9 through 13 of the SSC SPCC Policies and Procedures Manual for more detailed information regarding Cardholder Transaction Reconciliation Responsibilities and Procedures.
Use the Supervisor/Approver Checklist form to guide your review of cardholder's transactions.
As an approving authority you are responsible for the following:
- Ensure proper use of the card by reviewing charges made to the Department
- Approve charge and credit transactions for the department. Ensure that all returns are credited back to the small purchase charge card. If a merchant refuses to credit the SPCC charge card and issues a "store credit", immediately advise the Program Administrator with the specifics
- Ensure that the cardholder maintains records and completes reconciliation as required by this procedure. Review and approve reconciliation or ensure individual delegated to perform these duties does so in a timely manner.
- Complete annual online training, first when you become an approver and then each year before May 1st.
- Please reference pg. 9 through 13 of the SSC SPCC Policies and Procedures Manual for more detailed information regarding Approver Transaction Reconciliation Responsibilities and Procedures.
Use this form to guide your review of cardholder’s transactions
The Agency PA shall conduct regular internal audits of PCard Reconciliation Logs, reviewing areas such as the following:
- Was the reconciliation log submitted by the published due date?
- Was the reconciliation log fully approved?
- Was the monthly statement attached to the reconciliation package?
- Do the transaction amounts on the monthly statement match the transaction amounts documented in the reconciliation package?
- Does the monthly statement amount due match the grand total in the reconciliation package?
- Were all purchases for valid business purposes?
- Was sales tax charged on any transaction?
I will be out of the office for the summer, or other extended period of time, and will not be using my SPCC. Is there something I should do with my card before I leave?
Yes. Please email the Program Administrator PCard@ssc.vccs.edu with the dates you will be out of the office, and your SPCC will be placed in a temporary suspended status during this time. This is important because it minimizes the risk of your account being used while you are away and unable to log in to Works to view/reconcile transactions.
How can I see the reason for a card decline?
All attempts made on your SPCC appear on your authorization log. You can access your authorization log by logging into BoA Works and locating the Accounts Dashboard on the Works homepage. Click on the Account ID (last 4 digits of your card) next to your name, and select the "View Auth Log" option from the drop-down menu. Your authorization log will appear as a pop-up box and show all authorizations made on your SPCC as well as the result of the attempt (e.g., authorized, declined, reversed, etc.). Cardholders are also encouraged to contact the Program Administrator PCard@ssc.vccs.edu for assistance with card declines.
What is the deadline to reconcile transactions?
Transactions must be logged and emailed by the 25th of each month and then reconciled by the SSC by the 9th of the month in which the cycle closes. For example, transactions from a billing cycle ending on 2/15/18 must be received by 2/25/18. All card transactions lock on the 25th of the month to allow the SSC to reconcile transactions. Transactions may no longer be reallocated after the 9th as they are locked for the ATV. All cardholders are urged to reconcile their PCard packet as they process transactions. Do not wait until the end of the billing cycle to begin reconciling your transactions. You will not have enough time to complete the reconciliation process.
Can I use my PCard for travel expenses?
No. For Travel expenses, use the IL Travel Card.
When are PCard balances paid?
The balance on PCards are paid automatically on the 7th of each month.
I think my PCard has been compromised. What should I do?
Contact BoA at 888.449.2273 immediately to cancel the card and send a replacement. Then contact your PCard Administrator to update your card information in AIS.
Who should I contact regarding PCard/AIS account problems?
If your PCard transactions are being posted to incorrect AIS accounts, contact the PCard Administrator at purchasing PCard@ssc.vccs.edu.
Please contact the SPCC Program Administrator with any questions regarding the SPCC program.
Corey Scott
SPCC Program Administrator - pcard@ssc.vccs.edu
Procurement Compliance and Audit Officer
