Card Users
Responsibilities | Purchasing With A PCard | Receipts | Statements | Declines | Card Expiration | Disputes | Returns or Credits | Account Changes | Canceling A PCard | Lost or Stolen Cards |
PCard Reviews | Control Program Compliance

Cardholder Responsibilities

Each Cardholder is responsible and accountable for the Procurement Card issued in their name. Only the Cardholder whose name is embossed on the Procurement Card is authorized to use the card. It is against policy for you to give your card to someone else.

Having the authority and privilege to purchase on behalf of the University comes with the following responsibilities:

  • Use of the PCard is for University business purchases and approved items only. See Abuse statement. Be aware of restricted commodities.
  • All purchases made with the PCard are in accordance with PCard policies and departmental policies.
  • Maintain appropriate documentation to support the transaction (i.e. detailed receipt/invoice), MasterCard Transaction Control Log* (pdf.) and subsequent bank statements for reconciliation.
  • Safeguard the security of the PCard at all times
  • Report lost or stolen PCard immediately
  • PCard transactions may not be split to divide a larger purchase, which is over the Cardholder's pre-established transaction limit.
  • Cardholders can not accept cash or a due bill for a return; instead a credit must be applied to the account
  • Notify the PCard Program Administrator of any changes to the PCard account
  • If you terminate employment at the university, or transfer to another department, your card must be cancelled immediately.
* For all Cardholders that anticipate incurring more than 120 PCARD transactions per fiscal year, 10 per month or more, it is mandatory that the Cardholder maintain a MasterCard Transaction Control Log listing all purchases. For those Cardholders with annual PCARD transaction volumes of 120 or less per fiscal year, use of the MasterCard Transaction Control Log may be waived at the discretion of the Cardholder's Card Manager or appropriate departmental fiscal administrator. Each Cardholder is responsible for requesting a waiver from the transaction log process on an annual basis. Reviewing/verifying the validity of these transaction log waivers will become a part of your department's periodic PCARD Audit.

If I don't review my transactions in PaymentNet or my Card Manager does not approve them in the system, will the merchant still be paid?
Yes. The bank pays the merchants within a few days of the transaction date. At the end of the month, when the export file is sent to the general ledger, it will include all transactions whether or not they have been "approved" in the PaymentNet system. The transaction will post to the default account and budget center number. Note: Procurement Card Policy states that both the Cardholder and Card Manager must review and approve the transaction in PaymentNet.

Who can see my transactions in PaymentNet?
At a minimum, the Cardholder, the Manager, and the Procurement Card Administrators, and Internal Audit can see a Cardholder's transactions. In many cases, the Administrative Officer, Directors and other financial individuals may have the authority to view the Cardholders transactions too.


Failure to Approve Transactions
Because of the importance of the Card Manager approving the Cardholder’s transactions, Cardholders who have unapproved transactions at the end of the month, for three consecutive months in any six month period, will have their PCARD privileges suspended or revoked.

 

Card Manager Responsibilities
A Card Manager's role in approving the Cardholder's transactions also bears responsibilities including:

  • Monitor and review purchases daily/weekly made by the Cardholder in accordance with the Procurement Card program's established rules and procedures as outlined in the Cardholder Agreement. See PCard Policy and Procedures
  • Ensure that departmental funds are available in the account/budget center(s) for Procurement Card purchases, including the default account/center number.
  • Routine review of PCard reconciliation of receipts/invoices to the MasterCard Transaction Control Log and the Electronic Bank Statement.
  • Card Managers are required to sign and date the MasterCard Transaction Control Log monthly. If a waiver from the Transaction Control Log process has been granted, then the Card Manager is required to sign and date the Electronic Bank Statement each month.
  • Notification to the PCard Program Administrator to cancel or transfer Procurement Cards due to the departure of an employee.
  • Collect PCard and PCard documentation upon employee termination.