Purchasing Card and Expense Reimbursement Policies

Pomona College, along with the other Claremont Colleges, has implemented the Expenses module in Workday.  This module allows for the creation of expense reports that include both P Card and reimbursable transactions so that reports can be created for each trip that is taken.

Conversely, the module also allows for the creation of P Card reports on a monthly basis as was the case prior to the modules implementation or even on a weekly or daily basis as transactions will be uploaded from Bank of America on a daily basis. Separate expense reimbursement reports can also be created as needed.

NOTE: No matter which method is used, all P Card transactions must be allocated/coded and Approved in Workday by the 10th business day of the month.

Job aides are located on the Portal under the Job Aides section of the Workday link. The following is a summary of Pomona’s reimbursement and P Card policies.

Credit Card/Purchasing Card (PCARD) Purchases

The Finance Office issues purchasing cards to Pomona faculty and staff to make the purchasing process more efficient.  The P Card functions similarly to a credit card (it has a VISA logo on the face of the card) and is paid directly by the College to Bank of America (B of A). 

To obtain a purchasing card or request a credit increase to a purchasing card, log into Workday's website and search ‘Request Purchase Card’ and complete the necessary fields. A detailed job aide is located in the Workday link on the My Campus Portal. Once approved, the card will be available within 10 days. You will be contacted by the Finance Office when it is available.

The policies included herein are for general expenditure approvals relating to P Card purchases:

  • Most cards have a preset maximum single purchase level of $2,500.  NOTE: If this needs to be changed due to a specific event, please have the VP notify the Assistant Controller Finance prior to the event so the card can be updated.  This will prevent card denial at the time of purchase.
  • An expense report must be APPROVED in Workday and include the B of A credit card statement and receipts, by the 10th business day of each month
    • Detail receipts must be attached for any transaction greater than $25.  
    • Transactions greater than $75.00 that are not supported with appropriate document will be treated as taxable income to the cardholder.
    • Purchases over $10,000 are NOT allowed; such expenses should be processed through the Procurement module in Workday prior to purchase; if transactions over $10,000 are charged, the Purchasing Card will be canceled.
    • Descriptions for each expense should be documented in the memo field of the report.  Specific instructions related to preparing the report are given when the P Card is issued to the cardholder.
    • Business purposes for meals and travel must be documented. Names of attendees at luncheons must be provided, unless it is a large gathering and then the general number of attendees and group affiliation must be noted.
    • Hotel detail folios must be included.
    • Cardholders are strongly discouraged from using their personal funds or personal credit cards when traveling or purchasing goods for the college.
  • Employee Gifts
    • Merit Gifts are discouraged in that all merit type ‘rewards’ should be taken into account during the employee review process.  However, if approved by Human Resources, gifts under $100 are acceptable.  The employee name must be included in the description of the expense
      • Cash/Gift Certificates are discouraged as any amount given is considered wages to the employee and must be added to the employee’s W2 per IRS regulations
    • Achievement Awards of less than $400 are acceptable and nontaxable to employees if:
      • It is awarded for length of service (must be after 5 years of employment)
      • It is awarded for safety achievement unless:
        • the employee is a manager, administrator, clerical or other professional
        • more than 10% of the department employees have already received a safety award.
  • Pomona purchasing cards are not to be used for personal expenses. If personal expenses are purchased inadvertently, the funds should be reimbursed immediately through the Cashier using a deposit form available on the Portal under the ‘Finances’ tab.
  • Reimbursement for direct payments to students/faculty/staff by other departments utilizing prepaid debit cards or electronic payment apps like PayPal and Venmo are not permitted unless approved in advance by the Finance Office.  Situations that may need prepaid cards should be handled using Cash Advances to employees or Petty Cash to students or other means determined by the Finance Office.  Receipts are still required to clear any advance of cash.
  • If using the Per Diem method of reimbursement, do not use the P Card to pay for any meal transactions.

If your purchasing card report is delinquent the Finance Office reserves the right to:

  • Charge all transactions to your operating budget in the appropriate categories
  • Deactivate your purchasing card
  • Make the charges taxable to you on your W2 if proper backup are not provided.

Travel Advances and General Reimbursements

The Finance Office reimburses for travel expenditures when appropriately documented with receipts.  The Expense Report should be completed within 30 days of travel with receipts attached except for incidentals and if using the Per Diem method of reimbursement.  Original receipts are no longer required as the original receipt is scanned and attached to the expense reimbursements in Workday.  Reimbursements received after 90 days may be taxable to the employee.

In preparation for scanning, reimbursement documents can be scanned together on one piece of paper or scanned individually whichever is preferred.  We suggest consolidating receipts by cost center, grant or project in a separate PDF document to make it easier to review transactions.  Fields on the expense report in Workday will be available for the needed documentation regarding attendees and business purpose.  If anything is written on the receipt for any reason, please write legibly and in ink that will scan clearly.

Travel advances may be received by:

  • Creating a Spend Authorization in Workday and checking the ‘Cash Advance’ box

When travel advances are received, the Expense Report must be completed within 30 days of the end of travel and submitted in Workday.  Reimbursements over 90 day may be taxable to the employee.

  • If the Advance was more than the travel expenses, an Expense Report is completed in Workday selecting the created Spend Authorization.  The Expense Report is completed, attaching the appropriate receipts.  Once submitted, a check for the remaining amount which references the expense report number must be given to the Cashier to clear the Advance.
  • If the Advance was less than the travel expenses and funds are to be reimbursed to the traveler, an Expense Report is completed in Workday selecting the created Spend Authorization. The Expense Report is completed as usual, attaching the appropriate receipts. Once approved the funds will be reimbursed.

Reimbursement Maximums

Pomona College discourages employees from purchasing items for business-related purposes from personal funds if a Purchasing Card has been issued.  Petty cash, purchase orders and purchasing cards are available to meet purchasing requirements.  If all other methods of payment have been exhausted, however, reimbursement up to a maximum of $500 per occurrence is permitted.  This policy applies to all reimbursements except for travel and travel-related expenses.  All reimbursements should be submitted in Workday within 30 days of the purchase/travel.

Generally, vendors are willing to extend credit to the College.  If the establishment of credit with a new vendor is required, the Accounts Payable Specialist is available to assist with this process.

For information regarding additional Finance policies, please see the Finance Office – Guide to Payment and Purchasing Processes on the Finances tab of My Campus Portal.