The vendor is required to provide procurement card services (P-Card) and commercial card services in accordance with the requirements set forth herein.
- Provide a P-Card program and commercial card program (virtual card vendor payments) in order to meet the organization’s purchasing needs to simplify procurement process, improve supplier relations, improve payment time to suppliers, improve expense control, improve employee productivity and increase employee satisfaction, and reduce administrative expenses.
- College expects the financial institution to include the following p-card services:
• Monthly credit limits (billing cycle limits)
• College prefers monthly billing cycle from first to last day
• Transaction-based limits (single transaction limits), with ability to override based upon approval from an authorized college administrator(s).
• Individual cards must have the individual’s name listed on the card
• Departmental cards must have the department’s name listed on the card
• Industry (commodity) restrictions
• Card member activity reports
• Spending details and summary
• Online reporting to include the ability to upload scanned receipts and export the documents and transaction envelope to be linked in college software for archival purposes.
• Online card setup, maintenance, and suspension
• Automatic expense allocation
• Automated general ledger loading
• Cardholder reconciliation
• Fraud detection
- College procurement card administrators will be given specific program coordinator access.
- This access includes but is not limited to:
• Program administrator access
• The ability to request/set up new accounts, close accounts no longer needed, to run an override strategy in place for declined purchase, international purchases, or the ability to remove a block on an account for suspected fraud.
• The ability to increase card limits
• The ability to order cards online
• The ability to cancel cards, temporary lock or suspension, card termination and replacement (lost and stolen cards) – including reporting
• The ability to assign and/or create and edit chart of account codes
• The ability to create and edit workflow hierarchy levels
• The ability to check the card’s current status and current balance
• Billing statements
• Unlimited access to all cards assigned to college
• The ability to communicate directly with the financial institution’s project manager.
- Card format
• The following information shall be placed on the back of the card:
i. Contractor’s toll-free contact number
• The financial institution should propose a card design to be used for the College purchase card which conforms to the requirements above
- Compatibility with operating systems
1. The data can be downloaded by the following areas:
• All transactions
• Merchant category group
• Merchant
• Merchant spends
• Card spends
- Program and transaction data reports:
• Ability to download transactions into excel spreadsheets
• Transaction detail report
• Decline report
• Authorization’s report
• Cardholder status report
• Transaction detail report for cardholder to verify transactions and receipts
• Delinquency reports
• Customized reports (if applicable)
• Cardholder statement
• Locked card reports
• Fraud card reports
• Account changes report
• Fraud override report.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 31, 2025