Purchase Card

• 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

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 this 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?

SSC Business Rules

CAPP Manual topic 20355

APSPM -The Agency Procurement and Surplus Property Manual

DGS -Commonwealth of Virginia Department of General Services

DPS-Division of Procurements and Supply