Office of Business and Finance

The School of Government offers several different credit cards to support the business needs of its faculty and staff. Each card has specific purpose, limitations & restrictions, and reconciliation processes.The School of Government offers several different credit cards to support the business needs of its faculty and staff. Each card has specific purpose, limitations & restrictions, and reconciliation processes.

Types of Credit Cards Offered at the SOG

• University p-card
• University T&E Card
• SOG Services Ramp Card
• SOG Foundation Ramp Card

Credit Cards at SOG

University P-card

• When to use: P-cards can be used for most administrative and programmatic expenses, regardless of funding source. This includes catering, business meals, supplies, printing, shipping, etc.
• Eligibility: Any full-time, permanent UNC employee is eligible with supervisor approval
• Spending Limits: Monthly spending limits range from $2,500 to $25,000 depending on the business needs of the cardholder, with most cardholders issued a $5,000 monthly limit. Single transaction limits are typically $2,500, and in some cases higher, but do not exceed $5,000.
• Restrictions: do not use a p-card for the following purchases:
• Alcohol
• Travel
• Purchases above $5,000
• Purchases that require a signed contract
• Payments to independent contractors
• Reconciliation:
• Reconcile all p-card transactions using the Bank of America Works system. All charges should be reconciled by the 15th of the month.
• Include an itemized receipt, business justification, and any additional documentation (for example, participant list & agenda for meeting or course related expenses)
• Resources:
• Purchasing Card Handbook
• P-Card Frequently Asked Questions
• P-Card Tips and Tricks
• Bank of America Works login
• P-card vs. T&E card
• Payment card services
• Who to contact: Anitra Jones ajones@sog.unc.edu or the UNC pcard office at pcard@unc.edu

University T&E Card

• When to use: T&E cards can only be used for UNC employee travel expenses (only those associated with the cardholder) as well as for business meals (including alcohol).
• Eligibility: Any full-time, permanent UNC employee who travels at least one time per year is eligible with supervisor approval.
• Spending Limits: Each T&E Card has individual established limits on the amount that can be spent per transaction and the amount that can be spent per monthly billing cycle. Spending limits are established according to the cardholders business needs. Most cardholders issued a $5,000 monthly limit. Single transaction limits are typically $2,500, and in some cases higher, but do not exceed $5,000.
• Restrictions: T&E cards should only be used for travel for the cardholder and business meals. It should not be used for:
• General or administrative expenses, like supplies, printing, shipping, etc.
• Travel for other employees besides the cardholders, students, guests, etc.
• Purchases above $5,000
• Reconciliation:
• Reconcile all p-card transactions using the Concur travel system. All charges should be reconciled within 30 days.
• Include an itemized receipt, business justification, and any additional documentation (for example, participant list & agenda for meeting or course related expenses)
• Resources:
• Concur Travel Login
• T&E Card Handbook
• T&E Card Training
• When to use your T&E Card versus the P-Card
• Paying for Traveler Expenses by Traveler Type
• Who to contact: Hector Rodriguez or the UNC Travel Card Office at travelcard@unc.edu

Credit Card FAQ

How do I get a credit card?

If you do not have a credit card but feel you have a business need, please reach out to the Business Office staff to request a card. In most cases supervisor approval is required.

P-cards requests are reviewed and issued by the University P-card office. Credit cards for SOG Services and SOG Foundation are reviewed and issued by the Assistant Dean for Business and Finance.

How do I know what credit card to use?

We recognize it can sometimes be confusing deciphering what kind of credit card to use for various purposes.

For a detailed list of what is allowable on each kind of card, please see our Credit Cards at SOG resource.

In some cases, the funding source will dictate what kind of card you can use. For courses, you can reference the Event Master List to check the business associated with each program, and use the corresponding credit card. If you’re not sure which card to use, please reach out to the Business Office and we will help you make that decision.

What can I do if my credit card is lost or stolen?

For P-cards, call Bank of America at 1-888-449-2273 immediately, and then notify the P-Card Office.

For T&E cards, immediately report any lost or stolen T&E Card to BAML Global Card Services toll-free at 888-449-2273 (24 hours a day, 365 days a year).

For Ramp Cards, notify the Assistant Dean for Business and Finance immediately, so they can cancel the card and issue a new one.

What if there is a fraudulent charge on my credit card?

For P-cards, call Bank of America at 1-888-449-2273 immediately, and then notify the P-Card Office by emailing pcard@unc.edu.

For T&E cards, immediately report any lost or stolen T&E Card to BAML Global Card Services toll-free at 888-449-2273 (24 hours a day, 365 days a year). For further instructions see the T&E card handbook section 5.5.

For Ramp Cards, notify the Assistant Dean for Business and Finance immediately, so they can cancel the card and issue a new one.

I accidentally made a personal purchase with my credit card. What should I do?

Work with the vendor to refund the charge immediately and notify the Business Office as soon as possible. You will be asked to complete a form and/or write a letter explaining the misuse and provide other documentation, depending on the card used.

What if a vendor will not remove sales tax from my purchase when using a University P-card?

Though we ask that you request all vendors remove sales tax from purchases made with a P-card, we recognize that some vendors are unable to do so. You may still make the purchase; the University will work with those vendors after the fact to refund the sales tax charges.

What should I do if my purchase will exceed the single transaction limit or monthly limit?

Reach out to the Business Office as soon as you know you have a purchase that will exceed your limit. We may be able to provide an alternative purchasing method for a one-time purchase, or work with you to adjust your card limit if there is an ongoing need.

Can I purchase supplies with my credit card?

In general, we ask that you make every effort to find items at the lowest price available. In most cases, this can be achieved by purchasing through the University’s negotiated contract with major vendors such as Staples and Amazon, and not by using your credit card. If at all possible, you should request supplies through our online request form.

However, if you are not able to request supplies in advance (the need is urgent or there are other special circumstances), you may use a credit card to purchase supplies. Be sure to ask the vendor to remove sales tax if using a University P-card.