Department Responsibilities
Each department will appoint a procurement card coordinator who will be the point of contact for all procurement card matters.
Department procurement card coordinators are responsible for the following:
- Read and understand his or her responsibilities in the Buying Manual, and stay abreast of any changes made to that manual
- Receive and retain original procurement card receipts
- Verify the accuracy of charges made to each card by comparing original receipts to the transaction information in the Kuali Financial System (KFS)
- Release to the general ledger all procurement card transactions, altering account distribution as necessary
Note: If, after 10 calendar days, the coordinator has not released the transaction, KFS will release the transaction to the general ledger automatically.
Cardholder Responsibilities
Cardholders must exercise the same caution with Cornell's Visa procurement cards as they would with their own personal credit cards.
Cardholders are responsible for the following:
- Read and understand his or her responsibilities in the Buying Manual, and stay abreast of any changes made to that manual
- Do not allow any other person to use the card6
- Report a lost or stolen card to U.S. Bank immediately
- Submit documentation for all purchases using ImageNow within 10 days of receiving an email from the PCard Receipt Processing System
- Review procurement card statements for accuracy
- Take appropriate steps to correct errors that appear on procurement card statements
Note: Cardholders with access to procurement card transactions within the KFS must have their supervisor review and sign their statements, then deliver these statements to the department procurement card coordinator.
