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Departmental Purchasing Card Responsibilities

Authorized Approver of Cardholder

An Authorized Approver can either be the cardholder’s supervisor as documented in the Integrated System Human Resources Module, or the Project or Award Manager listed in the Integrated System Financial Module for the PTAO that is linked to the card. Should have authorization over the account being charged.

  • Cannot be the cardholder, unless documented by the Dean or Vice President
  • Should be the cardholder's direct supervisor
  • In general, should not be asked to approve for an individual to whom they report
  • Can only approve those transactions within their authorization limit

Purchasing Card Application

When a card application is submitted, the applicant's Authorized Approver 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 "TV2N: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.
  • 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.
  • Submit any recommended changes to the Purchasing Card Administrator by submitting the PCard Change Request form.

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. PCard transactions will now be automatically mapped to a default expenditure type based on merchant type and history of usage at UVA. This is an inexact mapping, but should result in fewer PTAEO changes than the previous "one size fits all" default expenditure type.
  • If the mapping does not produce the correct expenditure type for a purchase, the PTAEO changer is responsible for entering a correct one during the allotted time period.
  • 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.
  • After changes are made, the AP P-Card Holder can run the report UVA- P Cards Distributions Report in Oracle.  It is a standard report run (real time) from the Integrated System during the window of opportunity.  It will allow P-Card Holders to immediately review entered PTAEO distributions for accuracy before charges are posted.
  • 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.

Fiscal Administrator

The Fiscal Administrator receives the PCard statement signed by the cardholder and his/her Authorized Approver, the Transaction Log, 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 statement, 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.