Evaluate employee's need for a pcard based on job requirements.
Authorize pcard applications only for those who meet the eligibility requirements outlined in Buying Manual section 301, Eligibility and Dollar Thresholds.
Reevaluate the need for a pcard whenever a staff member's job requirements or status changes
Implement procedures (e.g., review employee's monthly pcard statement) to ensure that any expenses charged on the pcard are legitimate and reasonable
When an account must be closed due to termination or change of status, collect the pcard, and request closure of the account by submitting a Credit Card Update Form.
Release pcard charges: The SSC procurement card coordinator will review charges for policy compliance, match charges to supporting documentation, correct account number, if necessary, and release the charge.
Charges will not be released without supporting documentation.
Charges representing a violation of university policy will be reported to the SSC director or delegate.
Confirm delivery of goods greater than $5,000.
Code charges for which no supporting documentation has been received as a nonrecoverable expenses.
Note: When a transaction is received by the university, cardholders receive automated reminders to provide business purpose, account code, and supporting documentation: a 10-day and a 20-day reminder. The SSC will not send individualized messages to cardholders.