The role of a Cardholder is to make purchases in accordance with the regulations established by the University, as well as all federal and state rules to ensure accountability to the public and fairness to vendors.
A Cardholder may have one or more delegates who can work in the Expense System on behalf of the Cardholder. Only the Cardholder can submit expense reports.
The Approving Official (AO) is the individual assigned to a Cardholder to ensure compliance with procurement card policies and with university/state fiscal and procurement rules by reviewing the transactions on no less than a monthly basis. A Cardholder cannot function as his or her own Approving Official.
The AO plays a critical role in ensuring the integrity of the procurement card program at the departmental level.
Note: The Cardholder is ordinarily asked to sign any Violation Notification forms issues to him or her. However, if the AO is uncomfortable asking the Cardholder to sign a Violation form, the AO can send the form to PSC Commercial Card Program with just the AO's signature, or the violation can be reported confidentially to the Commercial Card Program
.
The AO must review assigned Cardholders' transactions for possible violations. If a violation in card use or program process is suspected or discovered, the AO must take the appropriate action as outlined below.
Transactions must be supported by the documentation required, as identified in Section 5 of this Handbook.
If required documentation is lost, or if the merchant did not provide documentation, the Cardholder should contact the merchant directly to request it.
If the required documentation cannot be obtained, the Cardholder must explain the situation in the Comments field in the Expense Report.
Cardholders should attach any required receipts to an expense report or provide the receipts to their delegate in sufficient time to be able to submit the report within 30 days of the transaction date. If the department has set a stricter policy, the department policy will be followed.
The AO will complete a Violation Notification form and provide it to the Commercial Card Office for Cardholders who do not turn in documentation within 30 days unless there is specific and reasonable cause for the lack of documentation. This specific and reasonable cause must be documented in the comments section of the expense report.
Upon receipt of a Violation Notification form, the Commercial Card Office will notify the Cardholder that he or she has 10 business days (or less, depending on AO request) in which to submit all overdue receipts, and the Cardholder may be issued 50 violation points. If overdue receipts are not turned in within the requested time frame, the Cardholder's card will be suspended until all overdue required documentation is submitted.
On a monthly basis, the AO will review expense reports for all assigned Cardholders who made purchases. The AO will take any appropriate actions for violations or approve the expense reports.
The AO will notify PSC Commercial Card Administration if program participants leave the department, or if new participants are to be added to the departmental procurement card program.
To add participants (new Cardholder) - The AO will submit a Cardholder Application to PSC Commercial Card Administration.
To delete participants (delete Cardholder) - The AO will fax a Cardholder Update form to PSC Commercial Card Administration. The AO will then ensure that the card is destroyed.