Small Purchase Credit Card

As part of continuing efforts to streamline the State’s procurement and payment processes, the Commonwealth of Virginia has established a contract with Bank of America Visa to provide its purchasing card program to state agencies and institutions. The Commonwealth of Virginia prefers the use of the Small Purchase Charge Card (SPCC) when making purchases under $5,000 from vendors that accept the card. Use of the SPCC reduces the number of Accounts Payable transactions by consolidating multiple vendor invoices into one monthly invoice from the charge card vendor. The availability of the SPCC will not supersede procedures for procuring goods. All purchases must comply with State procurement regulations.

Please refer to the Small Purchase Charge Card Policies and Procedures for an explanation of appropriate use of the card.

In addition to regular office purchases, the SPCC may be used for certain travel expenses. Conference fees and public transportation fares (airline tickets, shuttle services, and rail tickets – including VRE) may be charged to the SPCC. All other travel expense categories are restricted. Please see Accounts Payable for a detailed explanation of travel policies and procedures.

If you have any questions related to the charge card program, please call the Purchasing Department at 654-1057 or 654-1084..

Form and instructions (for transactions through October 15, 2011 and credits against these transactions)

SPCC Log Sheet Version 6 – posted 3/15/2011

SPCC Manual

This SPCC Log Sheet requires the use of a recent version of Adobe Reader. To download the free Adobe Reader or to upgrade your existing copy to the latest version, please go to www.adobe.com.

CARDHOLDER BILLING STATEMENTS

The Bank of America ‘Works’ program is the method for obtaining billing statements at the close of the card cycle. If you have not received an email from the Commonwealth of Virginia Charge Card Administration with your Works application validation link, please contact UMW’s Program Administrator, Melissa Myers, or call 654-1057.

Click here for instructions on how to log into Works and run your statement reports.

THINGS YOU SHOULD NEVER DO WITH YOUR SPCC:

• Never use your state-issued card for personal purchases.
• Never enter your full credit card number on a fax, in email or on any written document..
• Never use another cardholder’s card or allow another person to use your card or have access to your card number.
• Never split a purchase in order to circumvent established purchasing procedures or exceed your single transaction limit. Contact Purchasing if you need to make a purchase over your established transaction or cycle limit.