Procurement Card

About

The Procurement Card is a payment method available to Commonwealth of Massachusetts departments. It provides all the convenience of a credit card, plus enhanced functionality, superior security controls, and a faster payment turn around.

What Departments Should Know

The Procurement Card is an alternate payment method. Most General Accounting Expenditure (GAX) and Incidental Payment (INP) transactions can be performed via P-Card. Exceptions include legal services and non-incorporated entities.

Setting up a Procurement Card

If your department is seeking to use a P-Card for the first time, the Chief Fiscal Officer must complete the Procurement Card Company Setup Form and submit it to [email protected]. The Department Head must approve the department’s enrollment in the program.

If your department already participates in the P-Card program and is seeking to add a new cardholder, complete the Employee Procurement Card (P-Card) Setup Form via DocuSign. Each cardholder must undergo training, at which the department’s Chief Fiscal Officer must be present. All cardholders must sign the Procurement Card (P-Card) Employee Use Agreement.

Tax Exemptions

Massachusetts sales and meals tax exemptions apply to users of the P-Card. Hotel Room Occupancy Tax is not tax exempt. Federal taxes apply.

The Massachusetts Tax Exempt ID is found on the reverse of the card: 046002284.

Department Responsibilities

Cardholding departments must:

Pay the bill in full and on time
Update their internal control plan to reflect that the P-Card is being used as a payment mechanism
Add the Commonwealth Procurement Card Policy and Procedures to their own policies and procedures
require cardholders to manage receipts for expeditious reconciliation, the P-Card Expenditure Log is available. Departments may choose their own method of receipt management
Encumber funds

Frequently Asked Questions

Are there any exceptions to what can be purchased with a Procurement Card?

P-cards cannot be used to pay for legal services and cannot be used to pay non-incorporated entities. Additionally, P-Cards are restricted from use for:

Cash
ATMs
Checks
Gift Cards
Alcohol
Personal Use

Can P-Cards be restricted to some types of purchases?

Yes! P-Card profiles can be restricted to one or more specific category codes. In certain cases, a card can be designated to be used only with one vendor.

I’ve lost my P-Card. What do I do?

Cardholders must immediately notify their Chief Fiscal Officer, who will notify the Office of the Comptroller. They must also notify Bank of America at 1-888-449-2273. If the card is stolen, this must also be reported to the State Auditor’s Office.