Supervisor of Cardholder
Purchasing Card Application
When a card application is submitted, the applicant's supervisor will receive
an automated e-mail requesting approval of the application. Detailed instructions for the approval
process will be included in the e-mail.
- Approve or deny the employee's application.
- If approved, recommend specific transaction (up to $4,999) and
monthly (up to $7,500) spending limits for the applicant.
Monthly
- Confirm that merchandise purchased with the card has not been returned for store credit.
- Confirm that sales tax was not paid.
- Confirm that restricted items were not purchased.
- Confirm that requirements for Minority/Woman-owned solicitations have been met and properly documented.
- Review and sign the cardholder(s) monthly Purchasing Card statement after it has been
reconciled with the Transaction Log in the PCard Purchasing Log - Annual
Workbook. If no purchases are made within a given month, the Transaction
Log must be signed in lieu of the Purchasing Card statement.
As Needed
- Submit the PCard Change Request form to recommend permanent changes to
the cardholder's transaction (up to $4,999) or monthly (up to $7,500) spending limits.
- Submit the PCard Change Request form to notify the Purchasing Card Administrator when one of your
cardholders transfers to another department or leaves the University.
Supervisors should ensure that the card is destroyed.
Please do NOT return cancelled cards to the Purchasing Card Administrator.
Annually
- Take the on-line Purchasing Card Training class at
Procurement listings on UHR's Office of Learning & Development website, and retain the certificate of completion in the department for 3 fiscal years plus the current year.
- Run Discoverer Report "PDW4X: Active Cards for Specified Org" to confirm that the appropriate persons have cards for your department,
and that both transaction and monthly limits are set as you have approved.
- Conduct an annual written review of cardholder(s) spending
limits before fiscal year-end. The analysis must be documented for audit review and kept in
department files for three years plus the current fiscal year.
- Submit any recommended changes to the Purchasing Card Administrator by submitting the PCard Change Request form.
- Use the "Annual Review" sheet in the "Pcard Purchasing Log - Annual Workbook" as your analysis and request limit changes for the cardholder based on this review.
- You may also perform your annual review by running Discoverer report "CK5B:P-Card Limit Review" to obtain the necessary data to perform your analysis.
AP P-Card Holder
Departments are responsible for making sure Purchasing
Card expenditures are linked to the right PTAEO.
Every department that has a cardholder MUST have at least
one individual with "AP P-Card Holder" responsibility
in the Integrated System whose responsibility it is to change
PTAEO distributions on Purchasing Card transactions as needed. It is normally the department's
Fiscal Administrator but does not need to be.
- Ensure that the default PTAO for your cardholder(s) is active and valid at all times.
Submit changes in default PTAO by using the PCard Change Request form immediately.
Purchasing Card transactions with an invalid PTAEO will default to the department's OTPS Suspense PTAO
until a PCard Change Request form is received with a valid PTAO for the card.
- Each month the designated person will receive an e-mail
indicating when the five-day window will occur during which they can log into the
Integrated System application and change PTAEO distributions.
- Changes to the PTAEO distributions not made during
the designated five-day period
must be made by an expenditure batch in the Grants Management module.
Purchasing Card Billing Dates for 2008
| Month |
Starting Date |
Closing Date |
| January |
18 Dec
|
15 Jan
|
| February |
16 Jan
|
15 Feb
|
| March |
16 Feb
|
17 Mar
|
| April |
18 Mar
|
15 Apr
|
| May |
16 Apr
|
15 May
|
| June |
16 May
|
16 Jun
|
| July |
17 Jun
|
15 Jul
|
|
| Month |
Starting Date |
Closing Date |
| August |
16 Jul
|
15 Aug
|
| September |
16 Aug
|
15 Sep
|
| October |
16 Sep
|
15 Oct
|
| November |
16 Oct
|
17 Nov
|
| December |
18 Nov
|
15 Dec
|
| January |
16 Dec
|
15 Jan
|
| |
|
|
|
Fiscal Administrator
The Fiscal Administrator receives the MasterCard
statement signed by the cardholder and his or her supervisor, the
Transaction Log, and all receipts and supporting documentation.
- Reconcile this package
of materials each month to the "IS.FM_Expenditure Detail by Project"
Discoverer report found on the ODS database.
- Keep the Transaction Log, all receipts, and all supporting documentation in
departmental files for three years plus the current fiscal year.
- When the default PTAEO for a Purchasing Card in your
department changes, be sure to inform the
AP P-CARD Holders who change PTAEOS for that card.
