Department of Procurement Services
PCard Policy & Procedures
1
Rev. 6/2021
Top of the Document
Table of Contents
Use a PCard ...................................................................................................................................................4
Learn the Basics .............................................................................................................................................4
• Learn Your Responsibilities as a Cardholder .............................................................................................4
• Secure Your Card .......................................................................................................................................5
• Learn the Grounds for Card Suspension ....................................................................................................6
• Understand the Charge to Your Department ............................................................................................6
Know What I Can & Cannot Purchase .............................................................................................................6
• Understand the Importance of Compliance ..............................................................................................6
• Make Note of Which Goods/Services are Allowable and Non-Allowable (and Which Ones Have
Additional Requirements) .........................................................................................................................7
• Travel Tickets .............................................................................................................................................8
• Car Rentals .................................................................................................................................................8
• Car Tolls .....................................................................................................................................................9
• Payments to Individuals ......................................................................................................................... 10
• Past Due Invoices .................................................................................................................................... 10
• Amazon & eBay Purchases ..................................................................................................................... 10
• Fixed Assets/ETF ..................................................................................................................................... 11
Obtain a PCard ............................................................................................................................................. 12
• Apply for a PCard .................................................................................................................................... 12
• Activate a PCard ..................................................................................................................................... 12
• Enroll card in Global Card Access ........................................................................................................... 12
• Make a Change to Your Card (if applicable) ........................................................................................... 12
• Renew an Expiring Card .......................................................................................................................... 12
Use a PCard to Make a Purchase................................................................................................................... 13
• Using the Card ........................................................................................................................................ 13
• Vendor Surcharges & Convenience Fees ................................................................................................ 13
• Third Party Payment Platforms .............................................................................................................. 13
• Mobile Wallets ....................................................................................................................................... 13
Department of Procurement Services
PCard Policy & Procedures
2
Rev. 6/2021
Top of the Document
Access Online Reports in BOA Works ............................................................................................................ 13
• Forgot Username or Password ............................................................................................................... 14
Process Online Reconciliation ....................................................................................................................... 14
• Retain All Original Receipts and Supporting Documentation ................................................................ 14
• Upload/Image Receipts .......................................................................................................................... 14
• Sign Off on Transactions ......................................................................................................................... 14
• Reconcile Transactions on the ODU Reconciliation Report ................................................................... 15
• Dispute a Transaction in Works .............................................................................................................. 15
• Submit to Reviewer ................................................................................................................................ 15
Understand Approver/Reviewer Responsibilities .......................................................................................... 15
• Approver Changes .................................................................................................................................. 16
• Reviewer responsibilities include, but are not limited to, ensuring the following: ............................... 16
• Flagging transactions: ............................................................................................................................. 16
• Things to look out for when signing off on transactions: ....................................................................... 16
Review and Approve a Cardholder’s Reconciliation ....................................................................................... 17
• Obtain Reconciliation Documentation ................................................................................................... 17
• Log into Bank of America Works ............................................................................................................ 17
• Locate Item(s) to Be Approved ............................................................................................................... 17
• Review Purchases for Compliance ......................................................................................................... 17
• Verify that Amounts Match .................................................................................................................... 18
• Sign Off on Transaction .......................................................................................................................... 18
• Retain All PCard File Documentation After Approval ............................................................................. 18
• Confirm Charges in Banner (on an as needed basis) .............................................................................. 18
Dispute a Charge .......................................................................................................................................... 18
• Contact the Vendor to Resolve the Issue ............................................................................................... 18
• When Returning Item(s) ......................................................................................................................... 18
• Request a Credit to the PCard ................................................................................................................ 18
• Contact the PCard Administration Team ................................................................................................ 19
Cancel the PCard .......................................................................................................................................... 19
• Close an Account (Separation or Transfer) ............................................................................................ 19
Department of Procurement Services
PCard Policy & Procedures
3
Rev. 6/2021
Top of the Document
• Report Card Lost or Stolen ..................................................................................................................... 19
• Report Fraudulent Activity ..................................................................................................................... 19
Learn about PCard Program Controls ............................................................................................................ 20
• Credit Limit ............................................................................................................................................. 20
• Transaction Limit .................................................................................................................................... 20
• Discretionary Limits ................................................................................................................................ 20
• MCC Code (Merchant Category Code) Table Controls ........................................................................... 20
Consequences for Misuse/Violation of the PCard or Program ........................................................................ 21
APPENDIX .................................................................................................................................................... 23
• State MCC Code Tables (Travel, Car Rental, Restaurant, Accommodations, Gas/Oil) ........................... 23
• ODU MCC Code Tables (Limited, Professional, Trades) ......................................................................... 25
Department of Procurement Services
PCard Policy & Procedures
4
Rev. 6/2021
Top of the Document
PCard Policy & Procedures
Use a PCard
The Purchasing Card (PCard) is designed to help streamline the procurement and payment processes for small
dollar purchases. Most cards are issued with a standard transaction limit of $4999. Monthly billing cycle limits
range from $10,000 to $100,000. Purchasing cards may be issued to full or part time classified employees or
faculty members of the University.
Learn the Basics
The PCard shall only be used to purchase goods and services for ODU business purposes and must comply with
contract, ODU Ethics, and SWaM procurement requirements. Approver/Reviewers are equally responsible for
verifying all purchases are for valid business purposes and that purchases comply with policies and procedures
prior to approving transactions. Additional information on Approver/Reviewer responsibilities can be found in
the Understanding Approver/Reviewer Responsibilities section of the is document.
Learn Your Responsibilities as a Cardholder
Cardholder responsibilities include, but are not limited to:
Ensuring purchases comply with ODU policies and procedures;
Complying with allowable and non-allowable expenditures;
Ensuring transactions are within established transaction limits and monthly cycle limits;
Contacting the Bank of America to file a vendor dispute when a vendor incorrectly charges your
card and will not correct the transaction;
Contacting the Bank of America Fraud Specialists at 866-500-8262 if you suspect that fraudulent
activity has occurred on your account (Notify Program Administrator if fraud has occurred); and
Proper monthly online reconciliation.
Cardholders must not:
Use the card for personal purchases;
Attempt to obtain cash advances;
Share the card or card number with anyone other than the vendor with whom they are doing
business;
Authorize multiple transactions (split orders) to circumvent established limits;
Make a photocopy of their card; or
Fax, scan, mail or email full account number.
Common compliance issues:
Use of non-contract or non-SWaM vendors -- Items purchased from non-contract, non-SWaM
vendors when contract or SWaM was available. This violates the Governor’s Executive Order 35
and ODU’s Small Purchase Procedures. ODU’s Contracts & Purchasing page has listings of available
contracts, as well as additional information for frequently used purchase categories. For
Department of Procurement Services
PCard Policy & Procedures
5
Rev. 6/2021
Top of the Document
categories where no ODU contract is available, a helpful tool called Executive Order 35 Aid is
available on the SWaM page.
Missing supporting documentation – Examples include: receipts with no line item detail, Aramark
additional documentation incomplete (requirements - attendee lists, Aramark confirming signed
prior to event date, Aramark complete order showing payment was made), no VP level approval
for memberships (University Policy 1060), etc. All supporting documentation must be uploaded to
transactions for audit purposes unless your department has made other arrangements with
Procurement Services.
Description of purchase in Works comment not including all relevant information – Examples:
comment in Works with purchase description and business justification not detailed enough to
show how purchase relates to University business/benefit; travel/car rental transactions not
including name of traveler, destination and purpose of travel; generic terms like “supplies” with
no additional information for what kind of supplies and how supplies will be used.
Late reconciliation – Reconciliation must be completed by both cardholder and approver/reviewer
by the 5
th
of the month for the previous billing cycle (typically ending on the 15
th
of the month). A
chart with billing cycles, signoff deadlines, and Banner posting dates is available on the
Procurement Services PCard Page
Virginia sales taxes paid to vendors and not credited back to account. (Or missing comment to
note that tax shows in Works but not on receipt.)
Secure Your Card
Use of the PCard is limited to the person whose name appears on the front of the card. The card
shall not be loaned to another person, including the approver/reviewer. If the cardholder will be
away for an extended period, another person in the department should obtain a card.
The PCard must be kept in a secure location at all times. The account number shall not be posted
or left in a conspicuous place.
The complete 16-digit account number must never be faxed, mailed or emailed (including
attachments) to the vendor. The order may be faxed or emailed, but the account number must
be phoned in to the vendor.
If the card is lost or stolen, the cardholder should email the PCard Administrator, then
immediately contact Bank of America Customer Support at 888-449-2273 or the Bank of America
Fraud Specialists at 866-500-8262 to verify no fraudulent activity is on the card and request that
a replacement card be sent. If you are prompted to enter the card number and do not have this
information, you can enter **0 to bypass this prompt.
Cardholders may purchase from the internet if the vendor’s website has a Secured Socket Layer
(SSL) Version 2.0 or greater at the point of order entry. Websites with this security begin with
https:// in the URL.
Bank of America will never initiate a call and ask for your card number and expiration date. If you
receive a call from someone claiming to be from the bank, ask for their name and telephone
number to call them back. Then call the toll free Bank of America Customer Support at 888-449-
2273 or the number on the back of your card.
Department of Procurement Services
PCard Policy & Procedures
6
Rev. 6/2021
Top of the Document
Learn the Grounds for Card Suspension
An individual’s card privileges may be suspended up to three months or permanently revoked on the
basis of any of the following infractions:
Failure to maintain appropriate documentation;
Card sharing (knowingly allowing another person to use your card or card number);
Making payment(s) to any one non-contract, non-SWaM vendor totaling more than the single
transaction limit in a 30 day period;
Failure to reconcile by the deadline;
Inappropriate use of the card;
Faxing, mailing, or emailing the complete card number; or
Failure to respond to compliance/audit requests.
Failure to take Annual PCard Training and pass the quiz.
Understand the Charge to Your Department
The total current balance due on the statement will be processed for payment by Accounts Payable.
Assigning subaccount codes that the department deems accurate is very important. The subaccount
codes are used to categorize University wide spending in reporting of various levels, from
Department/Area level, to the VP/Provost level, to the BOV level, and all the way to Governor level.
The PCard charges for each transaction amount will post in Banner to the budget and subaccount codes
designated in the BOA Works reconciliation. The Banner subaccount list is available on the ODU Budget
website; responsibility for determination of appropriate subaccount codes rests with the Budget Unit
Director.
Corrections needed to the Banner allocation will be the responsibility of the department and should be
handled by requesting these changes through Accounts Payable.
Know What I Can & Cannot Purchase
Cardholders are responsible for knowing and complying with established ODU policies and procedures when
authorizing PCard charges.
Understand the Importance of Compliance
Failure to comply with established policies and procedures may result in revocation of the cardholder’s
privileges, even for a first offense. Deliberate or recurring noncompliance or failure to perform required
duties may constitute cause for disciplinary action up to and including termination of employment in
accordance with the Virginia DHRM Employee Standards of Conduct, ODU Standards of Conduct, ODU
Code of Ethics, Promotion and Tenure Policies and Procedures, ODU Policy for Administrative and
Professional Faculty, CAPP Manual, and/or any other applicable university procedures.
Department of Procurement Services
PCard Policy & Procedures
7
Rev. 6/2021
Top of the Document
Make Note of Which Goods/Services are Allowable and Non-Allowable (and Which Ones
Have Additional Requirements)
Purchasing & Contracts Page
University Policy 1060 Institutional Memberships in Professional & Civic Orgs, and Social Clubs
Summary of examples listed by the State as improper expenditures for State taxpayer dollars in State
CAPP Topic 20310 is below.
Agency purchases must be considered essential to the operation of the agency and in support of the
agency’s mission to justify the use of State funds. Since all State-funded expenditures are subject to
public scrutiny, agencies should consider the appearance of unusual purchases on the agency and on
State government in general prior to authorization. Since individual circumstances vary widely, adequate
documentation for unusual purchases should always be included with the voucher.
The following lists contain examples of expenditures considered to be improper uses of State funds.
These lists are intended to provide general guidance to agencies in judging the appropriate use of State
funds. However, any State-funded expenditure may be questioned, even those which are not included on
the following lists.
Employee personal expenses such as –
1. Books for classes (unless they remain property of the State)
2. Snacks or refreshments
3. Baby sitting
4. Non-business related newspapers or magazine subscriptions
5. Personal articles that are lost or stolen
6. Tuxedos or other formal wear
7. Clothing (non-uniform) or repairs to clothing damaged in the workplace 8
8. All expenses related to personal negligence of the employee, such as traffic fines.
Agency-sponsored event expenses incurred which do not clearly support the agency mission such as –
1. Holiday decorations
2. Alcoholic beverages
3. Charitable contributions
4. Gifts and flowers
Other prohibited PCard purchases include:
Gift cards and gift certificates
Items disallowed by University Policy 3001 Responsibility of BUDS on Use of Funds
Department of Procurement Services
PCard Policy & Procedures
8
Rev. 6/2021
Top of the Document
Employee travel & personal business expenses (including lodging, meals, shuttle/taxi
transportation, parking, internet)
Weapons
Ammunition/Firearms
Alcoholic beverages
Bottled water (except for outside workers or emergency provisions for employees if the water in
the building is hazardous to employees’ health)
Fuel
Office supplies
Personal items/Cash advances
Travel Tickets
Travel exceptions are not intended to replace the ODU Travel Card.
This exception allows for mass transportation tickets/baggage only: plane, train, and rail travel.
Personal business expenses such as wifi should go through the reimbursement process.
Tickets must be standard coach/economy class. (Sub-level coach/economy is not required.)
For travel ticket purchases over the cardholder’s limit, cardholders may use an eVA purchase
order or use the Bank of America Employee Paid Individual Liability Travel Card. (Refer to Office of
Finance Policies & Procedures for additional information on the Travel Card Program.)
Domestic travel ticket purchases (within the contiguous 48 states) are allowable with a PCard
Travel Exception. The exception request form has additional requirements and details, available
on the PCard Page. Travel exceptions are not intended to replace the ODU Travel Card. Personal
business expenses must still go through the reimbursement process.
International tickets are disallowed on the PCard to ensure duty of care requirements are met.
Car Rentals
Car rental exceptions are not intended to replace the ODU Travel Card. Personal business expenses
such as refueling, taxis, and shuttles must go through the reimbursement process.
The Car Rental Exception allows for car rentals ONLY from the Enterprise/National contract, and
rentals from other car rental companies without prior approval are violations. The Car Rental
Exception has additional requirements and details on the form, available on the PCard Page.
Car rentals must be for business related travel.
Airport car rentals require that the name of the renter match the name on the card used for
payment, so travelers without pcard exceptions should be prepared to pay by another method
and seek reimbursement.
Users are encouraged to work with the 912 W. Little Creek office for reservations. Reservations
made at any other branch will need to be paid by the renter.
Department of Procurement Services
PCard Policy & Procedures
9
Rev. 6/2021
Top of the Document
Drivers must refuel vehicles using personal funds or a Travel Card prior to returning them to
Enterprise and seek reimbursement for the fuel cost.
Accountholder and Approver/Reviewer are responsible for recovering any inappropriate additions
to car rentals, including, but not limited to: refueling, traffic tickets, parking tickets, red light
camera tickets, etc. The funds should be deposited back to the appropriate University budget.
Proof of the deposit showing funds were repaid from personal funds should be included with
pcard documentation.
Car Tolls
The University has received special authorization from the Department of Accounts (DOA) in Richmond
to allow use of the PCard for Pay by Plate toll invoices charged to University owned vehicles.
For Frequent Trips
Cardholders may set up a commercial Pay by Plate account prepaid with a replenishment of account set
for the lowest dollar amount that can be entered. For the Elizabeth River Tunnels (Downtown and
Midtown Tunnels), departments may use the Commercial, Non-Revenue Vehicle Enrollment form on the
Elizabeth River Tunnels website. Cardholders must not enter the PCard account number, expiration
date, or security code from the back of the card on the enrollment form.
For Infrequent Trips
Departments may use the pcard to pay a current pay by plate invoice for charges to University owned
vehicles. Invoices should be addressed to the department’s University address.
Documentation
University owned vehicle:
Commercial Pay by Plate invoice/monthly statement from the cashless tolling authority (30 days
or less) mailed to a University address or downloaded from the Elizabeth River Tunnel website
(there will be a fee assessed by the authority for the monthly statement). Cardholders shall
identify the driver of the vehicle and business reason for the trip in the Bank of America Works
Comment box for each toll transaction on the card.
Enterprise Rent A Car Vehicle:
Documentation showing the cashless (no tollbooth) toll fee and the Enterprise administration
fee. Cardholders shall identify the driver of the vehicle and business reason for the trip in the
Bank of America Works Comment box for each toll transaction on the card.
Toll Transactions Not Allowed
1. EZ Pass transponder purchases, charges, and/or replenishment fees.
Department of Procurement Services
PCard Policy & Procedures
10
Rev. 6/2021
Top of the Document
2. Rental of EZ Pass transponders from car rental/leasing companies.
3. Past due invoices from the tolling authority: Past due invoices for tolls $500 and less may be paid
using the Small Purchase Form found on the Procurement Services web page.
4. Pay by Plate invoices with late fees: Pay by Plate invoices with late fees, $500 and less, may be paid
using the Small Purchase Form found on the Procurement Services web page.
5. Pay by Plate tolls charged to personal vehicles: Individuals incurring a Pay by Plate toll traveling on
University business while driving a personal vehicle shall file for reimbursement of the toll under the
University’s Travel Process.
6. Fines and penalties associated with tolls and/or other motor vehicle violations.
Payments to Individuals
Payments to individuals are not allowable on the pcard due to possible tax implications. Payments to
individuals should go through Payroll or Accounts Payable. Anyone already in the Commonwealth of
Virginia payment system would go through Payroll. Any other individuals, including students, guest
speakers, etc., should be paid using the Independent Contractors & Worker Classification forms on the
Accounts Payable page.
Past Due Invoices
Payment of past due invoices is not allowable on the PCard. The Commonwealth of Virginia considers
this an attempt to circumvent Prompt Pay requirements. Contact Procurement Services at
procurement@odu.edu to request a PA-02 Form to pay invoices more than 30 days after receipt of
goods or services.
Amazon & eBay Purchases
Amazon
Departments that order through Amazon are accountable for compliance with the following
requirements and must take into account the negative impact the purchase(s) have on the university.
Amazon Pay use is expressly prohibited.
All Amazon transactions should be made through an ODU Amazon Business account. To request
an account, contact the Program Administrators and [email protected].
Purchases through Amazon must be a last resort, with the exception of books, media and
decorations for events. Campus users should try to source items from contracts first, then
attempt to locate a SWaM vendor certified through SBSD as a Micro (very small) business. For
non-ODU contract categories, VASCUPP & State contracts may be used (located on the
Purchasing & Contracts page). Another aid for locating SWaM vendors and cooperative contracts
is the EO 35 Aid on the SWaM page linked above .
Department of Procurement Services
PCard Policy & Procedures
11
Rev. 6/2021
Top of the Document
Office supplies must be purchased through ODU’s mandatory contract with RGH/Staples.
Additional information available on the Purchasing & Contracts page.
eBay
Commonwealth of Virginia Agencies are not permitted to indemnify other entities under state law. eBay
requires purchasers to indemnify them. “You will indemnify and hold us (and our officers, directors,
agents, subsidiaries, joint ventures and employees), harmless from any claim or demand, including
reasonable attorneys’ fees, made by any third party due to or arising out of a breach of this Agreement,
or your violation of any law or the rights of a third party.”
eBay does not guarantee the product will be delivered after payment. The payment for goods must be
done without any other contractual agreement between the buyer and seller. All purchases made with
state funds are subject to the Commonwealth’s General Terms and Conditions, as stipulated in the Code
of Virginia. A payment through eBay authorizes the purchase without the seller accepting any terms and
conditions. This means there is no recourse for the Commonwealth or University should there be an
issue.
Negative Impact on the University
Amazon and eBay are not contract vendors. In truth, they are not “vendors” since they are simply
a vehicle to make a purchase. The university is required by Virginia’s Joing Legislative Audit and
Review Commission (JLARC) to make a certain percentage of purchases from contracts.
Amazon and eBay are not SWaM vendors.
o Governor Northam signed Executive Order 35 on July 3, 2019, requiring state agencies to
attempt at least 42% of discretionary purchases be awarded to SWaM certified vendors.
EO35 explicitly directs that preference be given to Micro (very small) SWaM certified
vendors for all purchases under $10,000 and SWaM certified vendors for all purchases
under $100,000.
o With the Board of Visitors’ approval, ODU has committed to a goal of 47.5% of
discretionary spending with Department of Small Business and Supplier Diversity (DSBSD)
SWaM certified suppliers.
Fixed Assets/ETF
All equipment purchases using ETF funds must go through eVA. This helps to ensure the items are
tagged to become part of the University’s Equipment Inventory.
Department of Procurement Services
PCard Policy & Procedures
12
Rev. 6/2021
Top of the Document
Obtain a PCard
Apply for a PCard
A. Complete the PCard Application. Do not submit the application until online portions of training are
completed, as this may cause delays in processing.
B. Complete online Ethics Training. (Both cardholders and approvers.)
C. Complete online SWaM Training. (Both cardholders and new approvers)
D. Complete online Annual PCard Training and quiz in Blackboard. (Card Applicants &
Approver/Reviewers who have not taken the current year’s training) Steps for accessing training are
included with the PCard Application.
E. Send completed PCard Application to the PCard Program Administrator.
F. When your user account has been established, the Bank of America Works system will generate a
one time use “Welcome Email” that contains the username and a link to establish a password.
Please do not delete this email.
G. After verifying all requirements have been met, the Program Administrator will invite the cardholder
to the next available face to face University training where cards that have arrived will be released.
Activate a PCard
Activation of the card requires the 16 digit card number and verification code (available in Works, which
is 221 followed by your six digit date of birth. (Ex: A person born on January 1, 1970 would enter
221010170.)
Enroll card in Global Card Access
This allows cardholders to check their PINs if they forget them, set up suspicious activity alerts that allow
cardholders to confirm charges and avoid declines due to suspicion of fraudulent activity, and access
electronic statements as soon as they are ready. Register at www.bofaml.com/globalcardaccess and find
additional information in the guide on the PCard page of the Procurement Services website here.
Make a Change to Your Card (if applicable)
Changes to limits and exceptions can be requested using the forms on the PCard web page.
Approver changes require that the new approver be current on Ethics Training, SWaM Training, and
Annual PCard Training and should be done by submitting the Approver/Reviewer Responsibility
Form on the PCard web page.
Renew an Expiring Card
Cards are valid until the last day of the expiration month. Renewal cards are sent automatically. The
Program Administrator will send cardholders a notification when the cards are available for pickup. To
be issued the replacement card, Cardholders must submit a Renewal Agreement and be able to provide
photo identification.
Department of Procurement Services
PCard Policy & Procedures
13
Rev. 6/2021
Top of the Document
Use a PCard to Make a Purchase
The PCard is designed to streamline the procurement and payment processes for small purchases. Orders may
be made in person, over the phone, or electronically (if the website is secure).
Using the Card
Cardholders should use chip enabled terminals at point of sale whenever possible to decrease likelihood
of the card number being compromised. PIN numbers may be required. These are established when
cards are activated.
ODU is exempt from State sales and use tax. If a vendor requests a Tax Exempt Certificate, Linda Wallace
[email protected] in the Accounts Payable Audit area is the point of contact.
Vendor Surcharges & Convenience Fees
Vendors are allowed to impose a surcharge on credit card transactions if they meet the following
criteria:
They have registered with Visa as charging a surcharge
Surcharge does not exceed the maximum 4%
Notice is posted in the store, on the website and/or on the invoice that the fee will be charged
Fee must be a separate, individual line item
Third Party Payment Platforms (Examples: Square, PayPal, Spark, WePay)
Amazon Pay is expressly disallowed by the Virginia Department of Accounts. Regarding other third party
payment platforms: if an option is available to process the transaction as a Visa/Credit Card transaction,
this should ALWAYS be selected. The University prefers not to use third party payment platforms when
possible. This payment method complicates the ability to handle situations such as damaged goods or
shipments that do not arrive after payment has been provided.
Mobile Wallets
The Commonwealth disallows the use of any form of mobile wallet.
Access Online Reports in BOA Works
The Bank of America Works website is where Cardholders and Approver/Reviewers sign off electronically on
PCard transactions. It is also a resource for researching previously purchases and running PCard spend reports
that may help with budget management. The Online Reconciliation Guide is a resource for basic navigation and
signoff steps and can be accessed using the Reconcile Reports icon on the PCard page.
Department of Procurement Services
PCard Policy & Procedures
14
Rev. 6/2021
Top of the Document
Forgot Username or Password
The username assigned is typically the user’s MIDAS ID (but not MIDAS password). If a user enters
credentials that the system does not recognize 5 times, the user will be locked out.
Be sure to use all caps for the username when logging in to do a password reset.
If the organization says COMMONWEALTH, that logs in to travel card.
If a user gets locked out, BOA requests that users contact the Technical Help Desk directly, since
lockouts do not automatically time out. The number is 888.715.1000 opt 2,4.
Process Online Reconciliation
The reconciliation process for all PCard transactions requires cardholders and reviewers to log into the Bank of
America Works system to electronically sign off on transaction.
Retain All Original Receipts and Supporting Documentation
Retain documentation (receipts, temporary exception approvals, additional required documentation,
etc.). Additional details for reviewing documentation in Works is available in the Online Reconciliation
Guide accessed by using the Reconcile Reports icon on the PCard page. Uploading receipts & backup
documentation and attaching to transactions in Bank of America Works system satisfies record retention
requirements.
Upload/Image Receipts
Upload receipts and all supporting documentation into Works and attach to transactions before signing
off. Additional guidance for uploading receipts is available in the Online Reconciliation Guide on the
PCard page accessed by clicking the Reconcile Reports icon.
Sign Off on Transactions (electronically)
After transactions have posted, they are ready for sign off. Log into Works to verify that the posted
transaction matches the amount on the original receipt, then sign off. Cardholder signoff sends the
transaction to the reviewer for their signoff.
Bank of America Works recommended settings are available at the bottom of the Works page after
log in.
Cardholders can log into Works by going to www.payment2.works.com. A BOA login button is also
available on the PCard page.
Works emails alerts when a transaction posts and is available for signoff. Transactions may be signed
off in the Pending area prior to receiving the email. Waiting for the email is not required to sign off
on transactions that are available for signoff.
In Works, review transactions and documentation to verify accuracy.
Submit the transaction for reviewer approval by clicking the Sign Off button. A comment window
will pop up. Enter a detailed description of the purchase and how it relates to university business.
Department of Procurement Services
PCard Policy & Procedures
15
Rev. 6/2021
Top of the Document
This description needs to be clear enough that an auditor outside of your area would be able to see
how the purchase benefits the university. Click “Ok” when finished entering the comment. Detailed
steps for transaction signoff are available in the Online Reconciliation Guide that can be accessed
using the Reconcile Reports icon on the PCard page.
Reconcile Transactions on the ODU Reconciliation Report
Two days after the end of each billing cycle, the ODU Reconciliation Report will be available for
download in the Completed Reports area of Works. Use this report to ensure all transactions for the
cycle have been signed off. Reconciliation Reports may also be run in BOA Works by clicking
Reports> Template Library> ODU – Reconciliation Report (in (Shared Section at Bottom)> Submit.
Dispute a Transaction in Works
If a vendor you are working with makes an error such as including tax or duplicating the charge, please
reach out directly to the vendor and request they issue a credit.
If the report contains unauthorized charges that you do not recognize, contact the Bank of America
Fraud Specialists at 866-500-8262 to verify other recent transactions and request a new card, then
dispute them in Works using the Dispute button on the same page as the Signoff button, and notify the
Program Administrator. Be sure to complete and return any additional documentation that BOA
requests to facilitate the account being credited.
Submit to Reviewer
Cardholders should promptly notify Approver/Reviewers when they have signed off and transactions are
ready for Approver review and signoff.
Understand Approver/Reviewer Responsibilities
Reviewers must understand that they are equally accountable for PCard purchases. By signing off on a
transaction in Works, you are stating that you have reviewed the charge and documentation and determined
that both comply with policy. Signoff certifies that the goods and/or services purchased are (i) essential and
necessary, (ii) are appropriately budgeted for, (iii) have been properly received, (iv) comply with the University’s
SWaM Plan, (v) follow the procurement process for contract usage, and (vi) directly support the mission of the
University.
Department of Procurement Services
PCard Policy & Procedures
16
Rev. 6/2021
Top of the Document
Approver Changes
Approver changes may be made using the Approver Change form on the PCard page of the Procurement
Services website. Details for required training is included in the form.
Reviewer responsibilities include, but are not limited to, ensuring the following:
Completing Annual PCard Training each year;
Purchases are valid business expenses that comply with State, University, Procurement and PCard
Policies. Additional information for what can and cannot be purchased with the PCard, please see
Know What I Can and Cannot Purchase;
Signing off on transactions frequently (weekly recommended) in the Bank of America Works
system, being sure all transactions for a billing cycle are signed off by both Cardholder and
Approver by the 5
th
of the following month (regardless of day of the week);
Monthly reconciliation includes sufficient documentation, including detailed receipts showing the
items purchased. (See more about the sign off process in the Online Reconciliation Guide available
on the PCard page by clicking on the Reconcile Reports icon);
Items are purchased from contract or SWaM vendors when available. Small Purchase Procedures
and links to contracts are available on the Procurement Services website’s Contracts & Purchasing
page;
Charges are not split in order to circumvent the transaction limits of the card;
Charges to any one non-contract, non-SWaM vendor do not total more than the cardholder’s
single transaction limit in a 30 day period;
Merchandise has not been returned for store credit; and
State sales tax was not charged. If sales tax was included, verify that the tax amount was refunded
and documented.
Flagging transactions:
Approvers can flag a transaction to send it back to the cardholder’s queue for any additional
information or changes required, such as description details, proper receipt showing vendor
received payment (not invoice requesting payment), or changes to budget, subaccounts, or
contract/SWaM in the general ledger (GL) fields. Flag button is on same page used for signoff &
additional information is available in the Online Reconciliation Guide available on the PCard page
by clicking on the Reconcile Reports icon.
Things to look out for when signing off on transactions:
Cardholder has reconciled in a timely fashion;
Purchases are appropriate and align with University Policy 3001: Responsibility of Budget Unit
Directors on Use of Funds (Expenditures);
Virginia sales tax has not been paid to vendors;
Card number has not been copies, faxed, or emailed;
Department of Procurement Services
PCard Policy & Procedures
17
Rev. 6/2021
Top of the Document
Expenditures requiring additional approval/supporting documentation have required information
uploaded in Works;
Receipt documentation is included for all transactions;
Card has not been shared with co-workers or supervisors; and
Multiple orders have not been placed to circumvent card limits.
Review and Approve a Cardholder’s Reconciliation
As an authorized PCard Approver/Reviewer, it is your responsibility to ensure that all purchases are valid
business expenses, benefit the university, and comply with policies and procedures. The Online Reconciliation
Guide is a resource for basic navigation and signoff steps and can be accessed using the Reconcile Reports icon
on the PCard page.
Obtain Reconciliation Documentation
Two days after the close of each billing cycle, the ODU Reconciliation Report will be available for
download by Cardholder and/or Approver in the Completed Reports section of Works (also available by
using the ODU Reconciliation Report template in the Report Templates area of Works). This report can
be used to ensure all transactions have been reviewed and approved by the Approver/Reviewer.
Approvers should not sign off on transactions unless receipts and supporting documentation have been
attached to the transactions in Works by the Cardholder. Approvers should not sign off until they have
verified that the transactions are valid business expenses that comply with ODU policies and
procedures.
Log into Bank of America Works
To sign off on a cardholder’s activity, log into Bank of America Works. (Approvers will be able to see the
transactions after the cardholder has signed off.)
Locate Item(s) to Be Approved
Transactions available for signoff can be found by clicking the Pending link under the Action Items
section on the Works homepage. Click the plus (+) sign next to the transaction to see the
description/business justification provided by the cardholder and other details. If you cannot see the
transaction, that means the cardholder has not yet signed off.
Review Purchases for Compliance
Ensure the cardholder has not split payment for an order into multiple transactions to circumvent the
single transaction limit (typically $4999). Confirm that the merchandise purchased with the card has
been received and has not been returned for store credit. Confirm state sales tax has not been paid or
have the cardholder contact the vendor for a refund and document the status of the tax refund.
Department of Procurement Services
PCard Policy & Procedures
18
Rev. 6/2021
Top of the Document
Verify that Amounts Match
Carefully review to verify the Works transaction and cardholder documentation amounts match and
that receipts have not been altered. If information in Works is not consistent with the documentation
attached to the transaction, click the Raise Flag button to return the transaction to the cardholder for
further action.
Sign Off on Transaction
Click the Sign Off button, located toward the bottom right of the screen to sign off on the transaction
and replenish the cardholder’s available funds.
Retain All PCard File Documentation After Approval
Departments are authorized to use the image/scan of pcard transaction documentation uploaded into
Works for record retention purposes. Departments still have the option of retaining paper supporting
documentation if desired.
Confirm Charges in Banner (on an as needed basis)
Reconcile the account in Banner on an as needed basis to confirm the Works transactions match what
posted to Banner. A chart of the Billing Cycle, Signoff Deadlines, and Banner posting dates is available on
the PCard page of the Procurement Services website.
Dispute a Charge
When the cardholder identifies a problem with a purchased item or with billing related to a payment made with
the PCard, the dispute can most often be resolved by contacting the vendor directly.
Contact the Vendor to Resolve the Issue
Keep documentation showing the actions taken to resolve the issue.
When Returning Item(s)
Return item based on the vendor’s instructions. Documentation showing the credit should be issued by
the vendor and included with the transaction’s Works reconciliation.
Request a Credit to the PCard
Cardholders must request that any credit for a returned item or pricing discrepancy be credited to the
PCard. This credit may appear on a subsequent monthly statement and must be allocated and signed off
in Works. If a vendor refuses to credit the PCard, the cardholder may request approval from the PCard
Department of Procurement Services
PCard Policy & Procedures
19
Rev. 6/2021
Top of the Document
Program Administrator to accept a store credit. The credit must be used for legitimate university
business purposes. The receipt for the use of the store credit must be retained with the cardholder’s
supporting documentation for audit purposes.
Contact the PCard Administration Team
If you are unable to resolve a dispute with a vendor, contact the Bank of America to file a dispute.
If you do not recognize a transaction that posts and suspect that fraudulent activity has occurred on
your account, contact the Bank of America Fraud Specialists at 866-500-8262. (Notify Program
Administrator by email if fraud has occurred.)
Cancel the PCard
Close an Account (Separation or Transfer)
If you will be transferring to another department and will need a card, you will want to submit a new
application that reflects the new location, approvals, budget codes, etc.
Sign off on any outstanding charges in Bank of America Works, complete the final reconciliation, and
submit supporting documentation to your approver.
Notify the PCard Administrator that you will be separating from the university or current role, so
your card can be placed in a protective suspension to facilitate the closeout process.
Cancel any recurring charges that are set up, such as UPS, Fed Ex, Aramark, professional journals,
etc.
Cancel any outstanding charges made with the PCard that have not yet been processed. This
includes events with Aramark that have not yet been processed against your card. Contact the
vendors to make alternate payment arrangements for their goods or services.
On or before your last day, turn your card in to your Approver or PCard Administrator to shred.
Report Card Lost or Stolen
If a card is lost or stolen, the cardholder should email the PCard Administrator, then immediately
contact Bank of America Customer Support at 888-449-2273 or the Bank of America Fraud Specialists at
866-500-8262 to verify no fraudulent activity is on the card and request that a replacement card be sent.
If you are prompted to enter the card number and do not have this information, you can enter **0 to
bypass this prompt.
Report Fraudulent Activity
If you suspect that fraudulent activity has occurred on your account, contact the Bank of America Fraud
Specialists at 866-500-8262. If you are prompted to enter the card number and do not have this
Department of Procurement Services
PCard Policy & Procedures
20
Rev. 6/2021
Top of the Document
information, you can enter **0 to bypass this prompt. (Notify Program Administrator by email if fraud
has occurred.) Be sure to sign and return any affidavits required by Bank of America to receive credit for
fraudulent transactions.
Assign the same budget and subaccount code to fraudulent transaction and credit adjustment, so they
show on the same line in Banner.
Learn about PCard Program Controls
Credit Limit
A cardholder’s monthly cycle limit should be based on the department’s actual need. By keeping the
amount set at actual need, the total dollars at risk for the University can be reduced.
Transaction Limit
New card accounts are automatically set with a transaction limit of $4999.00 to maximize use of the
PCard Program for allowable transactions.
Discretionary Limits
Discretionary limits have been assigned for each PCard. A discretionary limit is half of an accountholder’s
monthly limit. Once the discretionary limit has been reached, signoff is required by both the Cardholder
and Approver/Reviewer to open up the additional funds for the cycle. New transactions will decline until
signoff has been completed. The discretionary limit is not related to Ledger 6 funds. It is a term used by
Bank of America Visa to describe an expenditure limit.
MCC Code (Merchant Category Code) Table Controls
MCC’s are established by the bankcard associations or banks to identify different types of businesses.
Individual merchants select the codes best describing their businesses. Cardholders may find some of
the merchants they attempt to do business with may have a code that does not appear to support their
core business. Some merchants operate multiple businesses or change the nature of their businesses
over time. If a merchant has an inaccurate MCC, the merchant should notify his or her bank and request
that it be corrected.
As part of the PCard program’s controls, Cardholder access to some categories has been limited.
STATE LEVEL:
The State has restriction tables for Travel, Car Rental, Restaurants, Accommodations, and Fuel.
ODU LEVEL:
ODU has additional tables to minimize fraud risk.
Almost all Cardholders have the Limited Table MCC’s blocked on their PCards.
Cardholders are then divided into two categories, the Professional Category or Trades Category.
To see if a transaction is likely to decline, check the MCC tables for the cardholder’s category.
The University’s MCC Code Tables are included at the end of this document for your convenience.
Department of Procurement Services
PCard Policy & Procedures
21
Rev. 6/2021
Top of the Document
Professional Category
Trades Category
Table allows for items needed in:
• Offices
• Classrooms
• Laboratories
Table allows for items needed in:
• Building maintenance and repair
• Grounds
• Vehicle maintenance and repairs
Cardholders and Approver/Reviewers are reminded that they must follow the procurement process as
outlines in the Small Purchase Procedures for all PCard transactions. This means looking for a contract
first, then a SWaM vendor, and only when SWaM vendors are not available purchasing from the open
market. If the goods or services are unavailable from a contract, Cardholders are required to use SWAM
vendors when the prices are fair and reasonable.
Consequences for Misuse/Violation of the PCard or Program
The PCard may be suspended and/or revoked for any of the following violations:
VIOLATION
ACTION
Exceeding transaction limit set by Program Administrator
1
st
occurrence – 90 day suspension
2
nd
occurrence – account revocation
Splitting Orders
1
st
offense – 90 day suspension
Examples 1. Issuing separate or repeated transactions to fall within
the single transaction limit with the same vendor and/or for similar
commodities; 2. Making multiple payments to a non-contract, non-
SWaM vendor in a short period of time where combined total
exceeds single transaction limit; 3. Requesting contract vendor
issue separate invoices for a single project/building in order to
avoid issuing a purchase order.
2
nd
occurrence – account revocation
Card or Card Number Sharing - Use of card or card number by
another individual
1
st
occurrence – 90 day suspension
2
nd
occurrence – account revocation
Card Number Sharing - Sending entire card number in a non-
secure format such as fax, mail, or email.
1
st
occurrence – 90 day suspension
2
nd
occurrence – account revocation
Use of card to pay past due invoice
1
st
occurrence – violation notice will be issued
2
nd
occurrence – 30 day suspension
Department of Procurement Services
PCard Policy & Procedures
22
Rev. 6/2021
Top of the Document
3
rd
occurrence – 90 day suspension
4
th
occurrence – account revocation
Purchase of restricted commodities (details in the PCard Policy
document).
1
st
occurrence – violation notice will be issued
2
nd
occurrence – refresher training
3
rd
occurrence – 30 day suspension
4
th
occurrence – 90 day suspension
5
th
occurrence – account revocation
Failure to submit documents in accordance with the University’s
PCard policy and procedure. Types of submission violations would
include, but are not limited to:
1
st
occurrence – violation notice will be issued
2
nd
occurrence – refresher training
3
rd
occurrence – 30 day suspension
4
th
occurrence – 90 day suspension
5
th
occurrence –account revocation
1. Failure to log into Bank of America Works and sign off on
transactions, to include both the Cardholder and/or
Approver/Reviewer by the 5
th
of the month
2. Failure to reconcile transactions and include required
documentation iby the 5
th
of the month
The PCard may also be suspended and/or revoked because of a:
Request by the Cardholder’s Approver or Budget Unit Director;
Determination by Procurement Services due to continued violations of policies and procedures; or
Termination of employment or change in employment location.
Department of Procurement Services
PCard Policy & Procedures
23
Rev. 6/2021
Top of the Document
APPENDIX
State MCC Code Tables (Travel, Car Rental, Restaurant, Accommodations, Gas/Oil)
MCC CODES BLOCKED BY THE STATE
Transactions to the following Merchant Category Code (MCC) Groups will be DECLINED.
The tables below contain the MCC codes blocked by the State. Travel & car rental purchases can be made if
you have a current (annually renewable) exception in place. Restaurant MCCs may be approved in limited
situations on a case by case basis for large off campus events. The Lodging/Accommodations MCCs may be
approved on a case by case basis for meeting space. Request a exception from the PCard Administrator.
MCCs from the Fraud table cannot be removed for any reason.
Fraud MCC Code Table
MCC
MCC Description
4829
WIRE TRANSFER MONEY ORDER
5813
DRINKING PLACES (ALCOHOLIC BEVERAGES)
5933
PAWN SHOPS
6010
FINANCIAL INSTITUTIONS--MANUAL CASH DISBURSEMENTS
6011
FINANCIAL INSTITUTIONS--AUTOMATED CASH DISBURSEMENTS
6012
FINANCIAL INSTITUTIONS--MERCHANDISE AND SERVICES
6050
QUASI-CASH (e.g. Western Union)
6051
NON FINANCIAL INSTITUTIONS
6211
SECURITIES--BROKERS AND DEALERS
6534
MONEY TRANSFER-MEMBER FINANCIAL INSTITUTION
7272
ESCORT SERVICES
7273
DATING AND ESCORT SERVICES
7297
MASSAGE PARLORS
7995
BETTING
9222
FINES
9223
BAIL AND BOND PAYMENTS
9401
I-PURCHASING PILOT
Restaurant/Prepared Food MCC Code Table
MCC
MCC Description
5422
FREEZER AND LOCKER MEAT PROVISIONERS
Department of Procurement Services
PCard Policy & Procedures
24
Rev. 6/2021
Top of the Document
5441
CANDY,NUT, AND CONFECTIONERY STORES
5451
DAIRY PRODUCTS STORES
5462
BAKERIES
5499
MISCELLANEOUS FOOD STORES-CONV STRS AND SPECIALTY MKTS.
5811
CATERERS
5812
EATING PLACES AND RESTAURANTS
5814
FAST FOOD RESTAURANTS
5921
PACKAGE STORES--BEER,WINE,AND LIQUOR
5993
CIGAR STORES AND STANDS
5715
ALCOHOLIC BEVERAGE WHOLESALERS (no longer on DOA tabl 1/26/2018)
9751
U.K. SUPERMARKETS, ELECTRONIC HOT FILE
Lodging/Accommodations MCC Code Table
MCC
MCC Description
3500-
3999
Hotels
7011
LODGING--HOTELS,MOTELS,AND RESORTS
7012
TIMESHARES
Gas/Oil MCC Code Table
MCC
MCC Description
5172
Petroleum and Petroleum Products
5541
SERVICE STATIONS (WITH OR WITHOUT ANCILLARY SERVICES)
5542
Automated Fuel Dispenser
5983
Fuel Dealers-Fuel Oil, Wood, Coal, and Liquid Petroleum
9752
U.K. Petrol Stations, Electronic Hot File
Travel MCC Code Table
MCC
MCC Description
3000-
3299
Airlines
4112
PASSENGER RAILWAYS
4121
TAXICABS AND LIMOUSINES
4111
LOCAL AND SUBURBAN COMMUTER PASS TRANS, INCLUDING FEE
4131
BUS LINES,CHARTERS,TOUR BUSES
4411
STEAMSHIP AND CRUISE LINES
4511
AIRLINES AND AIR CARRIERS
Department of Procurement Services
PCard Policy & Procedures
25
Rev. 6/2021
Top of the Document
4582
AIRPORTS,FLYING FIELDS,AND AIRPORT TERMINALS
4722
TRAVEL AGENCIES
4723
PACKAGE TOUR OPERATORS (GERMANY ON
4761
TELEMARKETING OF TRAVEL RELATED SERVICES AND VITAMINS
4784
TOLLS AND BRIDGE FEES
Car Rental MCC Code Table
MCC
MCC Description
3351-
3441
Car Rental Agencies
7512
Automobile Rental Agency
7513
Truck and Utility Trailer Rentals
7519
Motor Home and Recreational Vehicle Rental
ODU MCC Code Tables (Limited, Professional, Trades)
MCC CODES BLOCKED BY ODU
Transactions to the following Merchant Category Code (MCC) Groups will be DECLINED.
The tables below contain the MCC codes blocked by ODU as a risk avoidance measure. The majority of cardholders
have the Limited Table MCCs blocked. Cardholders with primarily administrative/office responsibilities have the
Professional Table MCCs blocked. Cardholders with primarily operations or skilled trades responsibilities have the
Trades Table MCC's blocked. Request a temporary adjustment from the PCard Administrator for these tables if
purchase is within policy.
Professional MCC Codes Table
(for Cardholders in office settings)
MCC
MCC Description
4468
Marinas, Marine Service and Supplies
5013
Motor Vehicle Supplies
5039
Construction Materials
5072
Hardware Equipment and Supplies
5074
Plumbing & Heating Equipment & Supplies
Department of Procurement Services
PCard Policy & Procedures
26
Rev. 6/2021
Top of the Document
5131
Piece Goods and Other Dry Goods
5211
Lumber and Building Materials Stores
5231
Glass, Paint & Wallpaper Stores
5261
Nurseries, Lawn & Garden Supply Stores
5300
Wholesale Clubs
5511
Car and Truck Dealers
5521
Car and Truck Dealers Used
5531
Auto and Home Supply Stores
5532
Automotive Tires Stores
5533
Automotive Parts and Accessories
5551
Boat Dealers
5561
Camper, Recreation and Trailer Dealers
5571
Motorcycle Dealers
5592
Motor Home Dealers
5598
Snowmobile Dealers
5611
Men’s and Boys Clothing and Accessory
5621
Women’s Ready to Wear Stores
5631
Women’s Accessory and Specialty Stores
5641
Children’s and Infants Wear Stores
5651
Family Clothing Stores
5713
Floor Coverings, Rug and Carpet Stores
5714
Drapery, Window Covering and Upholstery Stores
5718
Fireplace Stores
5719
Miscellaneous Home Furnishing Specialty Stores
5722
Household Appliance Stores
5931
Used Merchandise and Secondhand Stores
5932
Antique Shops
5935
Wrecking and Salvage Yards
5937
Antique Reproduction Stores
5948
Luggage and Leather Goods Stores
5950
Glassware and Crystal Stores
5996
Swimming Pools – Sales, Supplies, Services
7295
Babysitting Services
7296
Clothing Rental-Costumes, Uniforms and formal wear
7342
Exterminating and disinfecting services
7349
Cleaning and Maintenance, Janitorial Services
7523
Parking Lots and Garages
7524
Express Payment Service Merchants – Parking Lots and Garages
Department of Procurement Services
PCard Policy & Procedures
27
Rev. 6/2021
Top of the Document
7531
Automotive Top and Body Shops
7534
Tire Retreading and Repair Shops
7535
Automotive Paint Shops
7538
Automotive Repair Shops (Non-Dealer)
7623
Air Conditioning and Refrigeration Repair Shops
7629
Electrical and Small Appliance Repair Shop
7641
Furniture-Reupholstery, Repair and Refinishing
7699
Miscellaneous Repair Shops
7832
Motion Pictures
8031
Osteopathic Physicians
8041-8044
Chiropractors, Optometrist, Opticians, Optical Goods
8049
Podiatrists & Chiropodist
8050
Nursing & Personal Care Facilities
8351
Child Care Services
8661
Religious Organizations
8675
Automobile Associations
9211
Court Cost including Alimony & Child Support
Trades MCC Codes
(for Cardholders in operations & skilled trades settings)
MCC
MCC Description
4814
Telecommunications Services
4816
Computer Network and Information Services
4899
Cable, Satellite, and Other Pay Television and Radio Services
5044
Office, Photographic, Photocopy, and Microfilm Equipment
5094
Precious Stones and Metals, Watches and Jewelry
5131
Piece Goods, Notions and Other Dry Goods
5192
Books, Periodicals, and Newspapers
5300
Wholesale Clubs
5311
Department Stores
5331
Variety Stores
5611
Men’s and Boys Clothing and Accessories Stores
5621
Women’s Ready to Wear Stores
5631
Women’s Accessory and Specialty Store
5641
Children and Infant Wear Stores
5651
Family Clothing Stores
Department of Procurement Services
PCard Policy & Procedures
28
Rev. 6/2021
Top of the Document
5681
Furriers and Fur Shops
5699
Miscellaneous Apparel and Accessory Stores
5712
Furniture, Home Furnishing and Equipment Stores
5719
Miscellaneous Home Furnishing and Specialty Stores
5733
Music Stores, Musical Instruments, Pianos and Sheet Music
5734
Computer Software Stores
5735
Record Stores
5742
Veterinary Services
5931
Used Merchandise and Second Hand Stores
5932
Antique Shops
5937
Antique Reproduction Stores
5944
Jewelry, Watch Clock and Silverware Stores
5945
Hobby, Toy and Game Stores (Also on Limited Table)
5946
Camera and Photographic Supply Stores
5947
Gift, Card, Novelty and Souvenir Stores
5948
Luggage and Leather Goods Stores
5949
Sewing, Needlework, Fabric, and Piece Goods Stores
5950
Glassware and Crystal Stores
5961
Mail Order
5962
Direct Marketing - Travel Arrangement Related Services
5970
Artist Supply and Craft Stores
5971
Art Dealers and Galleries
5976
Orthopedic Goods and Prosthetic Devices
5992
Florists
7832
Motion Picture Theaters
6300
Insurance Sales and Underwriting
7032
Sporting and Recreational Camps
7033
Trailer Parks and Campgrounds
7221
Photographic Studios and Portraits
7295
Babysitting Services
7372
Computer Programming and Data Processing
7375
Information Retrieval Services
7395
Photofinishing Laboratories, Photo Developing
7523
Parking Lots and Garages
7524
Express Payment Service Merchants - Parking Lots and Garages
7829
Motion Picture and Video Tape Production and Distribution
7833
Express Payment Service merchants - Motion Picture Theaters
7929
Bands, Orchestras, Entertainers
Department of Procurement Services
PCard Policy & Procedures
29
Rev. 6/2021
Top of the Document
7993
Video Amusement & Games Supplies
7994
Video Game Arcades & Establishments
7996
Amusement Parks, Circus, Carnivals & Fortune Tellers
7998
Acquariums, Seaquarium, Dophinariums
7999
Recreation Services
8011
Doctors, Physicians - Not Elsewhere Classified
8021
Dentists and Orthodontists
8031
Osteopathic Physicians
8041 – 8044
Chiropractors, Optometrist, Opticians, Optical Goods
8049
Podiatrists & Chiropodist
8050
Nursing & Personal Care Facilities
8062
Hospitals
8071
Medical and Dental Labratories
8099
Medical Services & Health Practicioners
8111
Legals Services and Attorneys
8211
Elementary and Secondary Schools
8220
Colleges, Universities
8351
Child Care Services
8651
Political Organizations
8675
Automobile Associations
9211
Court Cost Including Alimony & Child Support
Limited MCC Codes Table
(for majority of Cardholders)
MCC
MCC Description
4011
Railroads
4457
Boat Rental and Leasing
4815
Visa Phone
4821
Telegraphic Services
5111
Stationery, Office Supplies, Printing and Writing Paper
5139
Commercial Footwear
5271
Mobile Home Dealers
5309
Duty Free Stores
5311
Department Stores
5943
Stationery, Office and School Supply Stores
5963
Direct Selling Establishments
Department of Procurement Services
PCard Policy & Procedures
30
Rev. 6/2021
Top of the Document
5966
Outbound Telemarketing Merchants
5967
Inbound Telemarketing Merchants
5972
Stamp and Coin Stores
5973
Religious Goods Stores
5974
Rubber Stamp Stores
5975
Hearing Aids – Sales, Service and Supplies
5977
Cosmetic Stores
5997
Electric Razor Stores
6513
Real Estate Agents
6529
Remote Stored Value Load Member Financial Institution
6530
Remote Stored Value Load Merchant
6535
Value Purchase – Member Financial Institution
6611
Overpayments
6760
Savings Bonds
7012
Timeshares
7230
Beauty and Barber Shops
7251
Shoe Repair Shops
7276
Tax Preparation Services
7277
Collection Services
7278
Buying and Shopping Services and Clubs
7280
Hospital Patient Personal Funds Withdrawal Accounts
7298
Health and Beauty Spas
7321
Consumer Credit Reporting Agency
7322
Debt Collection Agency
7332
Blueprinting and Photocopying Service
7511
Truck Stops
7631
Watch, Clock and Jewelry Repair Shops
7832
Motion Picture Theaters
7833
Express Payment Service Merchants-Motion Picture Theaters
7841
Video Tape Rental Stores
7992
Public Golf Courses
8241
Correspondence Schools
9411
Government Loan Payments
9950
Intra Company Purchases
9700 – 9702
Automated Referral Services, Visa Credential Server, GCAS Emergency Services
