Payroll and Disbursements
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Procurement and Travel Cards

Western Michigan University employees may be eligible to obtain a University Procurement, Travel or Hybrid Card to be used for departmental purchases. The purpose of the WMU Procurement and Travel Card Program is to simplify procurement and payment processes for selected low dollar, low risk business commodities and services. The program is designed to maintain accountability while reducing the cycle time and administrative burden of procurement procedures. The card is issued by the Bank of America Merrill Lynch and is widely accepted by vendors that support Visa card purchases. See the Procurement Card Program Handbook for complete details and the list of items that are prohibited to be purchased using university issued cards.

Bank of America Works to Global Card Access Change coming June 3, 2026

Bank of America is undergoing a platform transformation where all corporate card tools, including Works, will be accessed exclusively from Bank of America’s Global Card Access (GCA). This means that we will first log into GCA, and then will click into Works without being prompted for additional login credentials.

Is Works functionality changing? Do I need to learn a new process?

Works functionality is not changing. Rather, only the way we access Works is changing.

As a benefit, this new login process will provide you with access to both GCA and Works functionality with one user profile (as opposed to needing a user profile for GCA and a separate user profile for Works).

You may already use Global Card Access to activate you card or manage your card’s PIN.

On Migration Day: 

On June 3rd you will receive a Welcome Email from globalcardaccess@bofa.com indicating that you will access Works from GCA moving forward. If you have an existing GCA user ID, the email will indicate that you can use that existing GCA user profile to log into GCA. If you’ve forgotten your GCA password, you can leverage the “forgot password” functionality from the GCA login page.

If you do not already have a GCA user ID, then the email that you receive will guide you through registering for GCA for the first time.

Please note that in some cases existing GCA users will receive a new GCA user ID that should be used moving forward.

If a welcome email is not received, please check the following:

1. Double check your spam folder and deleted items just in case.

2. Navigate to Global Card Access - Login (works.com), and use the “Forgot User ID” feature with the email address associated with Works.

Please be sure to test your login within 3-5 days of receiving the Welcome Email to ensure everything is working as expected.

Bookmark your new login page: https://www.bankofamerica.com/globalcardaccess

Once you log in to Global Card Access, the link to Works is located at the bottom right of the GCA page.

Information regarding this change will be located on our ProCard website. Please check this information for a FAQ and 

Please don’t hesitate to reach out with questions at @email

Procurement Card (Procard)

Intended for employees who are responsible for purchasing goods and services on behalf of the institution. This includes office supplies, materials, membership dues. Travel-related expenses are strictly prohibited on this card type.

Travel Card

Reserved exclusively for coaches, recruiters, and fundraisers who travel as a core function of their role. A business justification for travel must be clearly documented in the card application. The Travel Card is restricted to allowable travel-related expenses such as lodging, transportation, meals, etc.

Hybrid Card

Combines functionality of both Procurement and Travel Cards. Approval for a Hybrid Card requires a demonstrated business need for both purchasing and travel responsibilities. Use of this card must comply with the restrictions and documentation requirements of both categories.

All university issued cards issued in the cardholder's name and have default limits with both a $5,000 single transaction limit and $5,000 monthly credit limit. 

To request a new Procurement, Travel, or Hybrid Card, the following steps must be completed:

  1. Review the Procurement Card Program Handbook and other applicable information on the Procurement and Travel Card Program website. All Procurement Cardholders must ensure all procedures and guidelines are followed when using a university issued card.
  2. Complete the Procurement Card Program Application Form and submit electronically to the @email email box.
  3. Complete the mandatory training required to pick up your card. Cards will arrive within 3-5 business days after application approval.

Key Reminders:

  • Issuance of a Procurement and Travel Card is limited to faculty and staff. Consultants, contractors, visiting faculty, temporary employees, undergraduate and graduate students are not eligible for a university issued card.
  • University Cards requested with grant funding require additional approval from WMU’s Grants and Contracts department. A reserve account must be designated, and charges will only be applied to it if a transaction cannot be justified as reasonable and allowable under the grant’s budgeted categories. For full policies and procedures, visit the Grants and Contracts website.
  • New cardholders will receive a welcome email with instructions to log into the BOA Works system and activate their card. To activate the card, use your WIN (Western Identification Number) as the required Verification ID.
  • University Cards are available for in-person pickup at the Payroll and Disbursements office located in Seibert Administration building on the 4th floor. Cardholders must present a valid photo ID to verify their identity.

To request a change to an existing Procurement, Travel or Hybrid Card account, the following updates can be requested:

1. Determine type of change needed:

  • Card Cancellation - Procurement Cards must be cancelled if the cardholder’s employment is terminated, transfers to another unit/department or assumes different duties that do not include management or use of a Procurement Card.
  • Cost Center Updates - Change the default cost center or add new ones for use in the WORKS system.
  • Monthly Credit Limit Changes - To request a temporary or permanent monthly credit limit adjustment, provide the requested amount, a business justification, and indicate whether the change is temporary (typically under 30 days) or permanent.
  • Update Card Profile - Change the type of purchasing card profile, i.e. procurement, travel or hybrid. 
  • Other Changes - You may also request:
    • A temporary hold on card use (e.g., for leave or budget restrictions)
    • Updating the cardholder’s phone number 

2. Complete and submit the Procurement Card Program Maintenance Form to the @email email box with the designated changes needed.

Key Reminders:

  • Depending on date/time of submission, most changes will be in effect within 24 hours (exceptions may apply during high volume periods) – a confirmation email will follow completion of maintenance request.
  • Urgent requests should be noted and will be expedited based on critical need.

If you notice a transaction that is not legitimate or authorized by the cardholder:

  1. Contact Bank of America’s Fraud Department at (866) 500-8262 to report the charge.
    • Do not use the “Dispute” option in WORKS, this is only for vendor billing errors, not fraudulent transactions.
  2. Notify the Procurement Card Administrator at @email to report the fraudulent activity and confirm that a replacement card is on the way.

Important: Disputes must be reported to the bank within 30 days of the transaction post date to ensure proper credit.

If your university issued card is lost or stolen:

  1. Immediately call Bank of America at 1-888-449-2273 (available 24/7) to report it.
  2. Notify the Program Administrator at @email as soon as possible.

Prompt action is essential to limit university liability for fraudulent charges.

Once reported, the card number is deactivated and cannot be used. Bank of America will automatically issue a replacement card, and your Program Administrator will notify you when it arrives.

If the original card is later found, return it to the Program Administrator.

Procurement Card Program Forms and Documents

TitleDescription
Procurement Card Program Application FormForm to request a new Procurement or Travel Card. Send to @email email after completion.
BOA Works User Access ApplicationForm to request access to Bank of America Works for specific permissions. Send to @email email after completion.
Procurement Card Program Maintenance FormForm to request a change to an existing Procurement or Travel Card. Send to @email email after completion.
Procurement Card Program Missing Documentation FormForm to use for uploading into Works for missing documentation such as a missing receipt, international fee, credit memo, fraudulent charge, or disputed charge.
Procurement Card Program Allowable ChargesA sample list of allowable and non-allowable charges that can be placed on the Procurement Card (NOTE: this is not an exhaustive list. Please contact the Procurement Card Administrator with any questions)
Procurement Card Program HandbookProcurement Card Handbook of guidelines and procedures managed by the Payroll & Disbursements office.

Procurement Card Program Training Modules

The Procurement Card training modules are required to be completed for first time cardholders before their cards are issued, but they also detail critical WORKS functions that may be useful for current cardholders. Below is a list of detailed job aids in PDF form to assist with functions as well.

TitleDescription
Uploading Receipts to TransactionsHow to attach electronic receipts to transactions in WORKS for audit purposes.
Allocating and Signing Off TransactionsHow to access the transactions screen in WORKS, allocate funds to the proper fund & cost center combination and sign off on transactions monthly.
Allocation Error WorkaroundsHow to navigate around an occasional system error that prevents cost center information from being entered on the allocation screen in WORKS.
Running Monthly StatementsHow to create monthly statements in the WORKS system that run automatically each month as well as on demand.
Running Specific Month StatementHow to pull a statement for a specific month. 
Running Monthly Statements for GrantsHow to set up monthly statements in the Works system that run automatically each month as well as on demand. These reports have the needed signatures included for Grants.
Procurement Card Program FAQsA list of commonly inquired questions pertaining to the Procurement Card, Travel Card, WORKS system and cardholder responsibilities.