Small Purchase Charge Card Program
The William and Mary Small Purchase Charge Card (SPCC) program is a Commonwealth of Virginia program that is administered under state contract through the College's Office of Procurement. It is designed to authorize cardholders to make official business-related small dollar purchases quickly and directly. All cardholders and their supervisors must adhere to the College's revised SPCC Policies and Procedures.
Bank of America Visa SPCC training is normally held on the 2nd Tuesday of each month at 10:00 a.m. in the Office of Procurement. Following the training, you may access:
- the SPCC PowerPoint Training Presentation (ppt)
- the CAPP (Com. Accounting Policies & Procedures) Topic 20355 (pdf)
- the cardholder Guide to using the WORKS Program
For more information regarding training, please contact the SPCC Program Administrator.
SPCC reconciliations are due in Accounts Payable before 2:00 P.M. on the 3rd of each month. If your reconciliation is delivered to A/P after 2:00 P.M.on the due date, please hand it to an A/P person and indicate that it is an SPCC reconciliation. The A/P person will date/time stamp it. If it is more convenient, you may email your signed reconciliation to A/P or fax it. Each SPCC cardholder is responsible for ensuring that his/her monthly reconciliation arrives in Accounts Payable by the deadline. Monthly statements must be attached to submitted reconciliations. You may access the SPCC Billing Dates at this link: http://www.doa.virginia.gov/General_Accounting/Charge_Card/Purchase_Charge_Card_Main.cfm. If you have not received your BOA statement by mail, please log on to Works application to obtain a copy of your online statement.
- A credit card receipt, the restaurant receipt, an explanation of the function, and a list of people in attendance (if 10 participants or under) is required for meals charges.
- Fuel/car maintenance privileges are blocked for most cardholders.
- For those cardholders with gasoline/car maintenance SPCC privileges, acceptable purchases apply only to rental or state-owned vehicles.
- Attach rental car receipt to reconciliation that is sent to A/P.
- Ensure that all reconciliations are signed by the cardholder and his/her *supervisor of record (see below).
- *If a cardholder's supervisor of record will not be available to sign a reconciliation, a cardholder must obtain permission (email, note, etc.) from his/her regular supervisor for a temporary supervisor (identified by name) to sign the reconcilialtion, and then document permission details on the reconciliation form.
Notice regarding SPCC renewal cards
When cardholders receive a new card, it is critical that they update their eVA account preferences to reflect the new expiration date. If this is not done and a vendor tries to attempt a charge, the card will be declined. Cardholders who require assistance in updating their card information to reflect the new expiration date can contact: eVA Customer Care (866-289-7367) or email eVACustomerCare@dgs.virginia.gov
Updating Your Card
From time to time, you may find it necessary to update or change personal or departmental information relative to your BOA Card. These changes/updates may include name changes, a transfer to another department, a new supervisor, card cancellation, an increase/decrease to the transaction and /or monthly limit, or lifting an industry block on restaurant or accommodation/lodging charges. If any changes or updates do occur, it is the cardholder's responsibility to notify the SPCC Program Administrator via email at [[maaustin]]. Supervisor Change forms are now available and must be completed by the cardholder and the new supervisor.
For your information:
Bank of America Travel Cards are administered by the General Accounting/Financial Operations office at 757-221-4573.
Commonwealth of Virginia 'Voyager' cards for gasoline purchases may be obtained by calling Diana Tennis.
The Small Purchase Charge Card (SPCC) Program Adminstrator is:
Marra Austin, VCO, Associate Director
BOA Visa Program Administrator
757- 221- 7636