The Purchase Card

The purchase card is a Visa credit card issued by Bank of America. It is a fast, flexible purchasing tool, which offers an alternative method of procurement and provides an extremely efficient and effective method for purchasing and paying for supplies.

If you need Purchase Card assistance please contact:

Debi Morgan, Accounting Assistant: 253-535-8867 dmorgan@plu.edu

Miriam Pitts, Accounting Assistant: 253-535-7171 pittsmi@plu.edu

Drew Eli, Senior Accountant: 253-535-7104 eliae@plu.edu

Frequently Asked Questions

Can I use my PLU P-card for charges on campus?

No.  The PLU P-cards should NOT be used on campus.  This includes 208 Garfield, Dining, and the LuteLocker/Garfield Book Store.  Use of PLU P-cards on campus violates PLU P-card Policy.

Can I use my PLU P-card for personal charges?

No.  The PLU P-card is to be used for university business ONLY.  If you need to purchase flight tickets and will have non-employees flying with you to a destination, you should purchase the tickets on your own personal credit card and be reimbursed by PLU for your portion.

Can I loan out my PLU P-card?

No.  Never loan out your PLU P-card  (i.e. taking it to a store for purchasing an item).  The card is in your name.  You will be held accountable for what is charged.

Can I purchase gift cards with my P-card?

No.  Gift cards are not to be purchased with your P-card.

Can I use the P-card to put gas in my car?

If it is for a personal vehicle – no.  The university reimburses personal vehicle use by mile.

If you are traveling and have a rental vehicle – yes.

What is the PIN?

You will receive a PIN envelope with your card.  This four digit number is required for cash advance from ATMs (foreign travel only), and some merchants are now requiring it.

The PIN is hard wired into the chip and is not changeable.  When you receive your PIN, be sure to keep it somewhere safe (NOT with the card).  If you lose the PIN, we can have a new PIN envelope sent to you, but it will take 5-7 days to arrive.

You can also go to baml.com/PINCheck and register.  If you forget your PIN, you will be able to sign in and the system will let you know what your PIN is.

When will my credit limits refresh?

Monthly Credit Limits on the PLU Purchase Cards will refresh twice a month with our statement/billing cycle (on or around the 2nd and the 16th of each month).  However, the limits will refresh only if the account holder/reviewer has signed off/reviewed the transaction(s).  If transactions are not signed off, the monthly credit limits will not refresh.  We always recommend that you enter works throughout the month and not wait until the beginning of the next month.

What if I need an increase in my credit limit?

If you need an adjustment to your credit limit, you will need to send an email to your Program Administrator at dmorgan@plu.edu and copy your approver/financial manager.  In the email be sure to include the reason for the increase, the amount you need it increased to, and if this is a permanent or temporary increase.  If temporary, how long will you need the increase for.

Once the approver ‘replies all’ their approval, I will let you know that it is done.

What if my card is declined?

You have a few options.

The best thing to do is to call Bank of America at 888.449.2273.  They can verify charges with you and unlock your account if it is suspended.

From your Accounts Dashboard, click on the Account ID, and in the drop-down choose ‘View Auth Log’.  This will show any declines that have occurred and the reason for them.

Call the Program Administrator at 253-535-8867 and we can help you work through the decline.

Works: How do I find out what my actual available credit amount is?

From your Accounts Dashboard, click on the Account ID, and in the drop-down choose ‘View Auth Log’.  The Available Funds in the pop-up window is the most up-to-date.

Works: How do I know when the reviews are due?

The deadline for transaction review is the 4th business day of the month.  The approval deadline is the 7th business day.

Please note: Cycle dates are also listed on the Works home page under ‘Announcements’.

Works: What do I do with the Tax line in Works?

If your receipt shows that tax was paid, choose ‘Sales Tax Included’.  IF NOT, choose one of the others.  The rest of the ‘Reference & Tax’ line should be ignored.

Works: Why are comments in Works important?

Comments are very helpful!  Adding information as to what the item was purchased and what it is for can help your reviewer/approver better able to sign off on your transactions.

In addition:

It is very beneficial to the Business Office.  The Business Office uses this information to determine if Use Tax needs to be assessed.

If you are paying an invoice with your P-card, putting the invoice number in the comments section will help to ensure that the invoice is not paid twice.

Works: Do I need to attach my receipts to my transaction?

Attaching your receipts helps in two important ways.

  • It allows your approver to see the receipt online, which helps if they are approving from a location outside their office.
  • It helps the Business Office to determine if Use Tax needs to be assessed, which cuts down on the emails that are sent out asking for receipt information.