- Read and understand University Policy 3.25, Procurement of Goods and Services and the "Procurement Card" section of the Cornell Procurement Services' Buying Manual
- Complete the PCard Purchase Documentation Submission form within 10-days of the original transaction. Include with the form:
- The business purpose, stated so that it is understandable by an internal/external auditor with no knowledge of the person or the expense and explain how it benefited the mission of the university.
- For food/business meal receipts, a list of attendees, agenda/purpose of meeting, and whether alcohol was purchased.
- Original receipts, required for all transactions greater than $75 and at all dollar levels for those charged to a sponsored account.
- The account number and object code, if known, and if not the default.
- Written explanations for missing, lost, or not received receipts in lieu of originals as defined in Buying Manual section 303, PCard Documentation Requirements.
Caution: The SSC will not request receipts from cardholder before the transaction automatically clears in the system or the card is suspended for non-compliance with university policy.
- Review monthly pcard statements for accuracy - specifically, ensure that all purchases are recognized, made by you, the cardholder, and have a legitimate business purpose.
- Report a lost or stolen card to the bank immediately.
- Report any suspected fraudulent transactions to the bank immediately.
- Correct errors on your account by contacting the vendor or, when the vendor is not responsive, initiating a charge dispute through the bank.
Note: Send questions/concerns to the SSC.
- 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.