PCard Roles & Responsibilities

PCard Cardholder

The PCard cardholder  is the designated employee who has been assigned the responsibility of purchasing goods and services for the department/unit and is responsible for appropriate PCard use and management including:

Responsibilities include:

  • adhere to the University policies and procedures as they pertain to the procurement of goods and services
  • adhere to all card compliance guidelines and take responsibility for all card usage
  • not share PCard with any other individual for any reason
  • verify each transaction for accuracy and validity
  • resolve any transaction discrepancies by contacting the vendor directly
  • attach supporting documentation for each purchase and reconcile with the monthly Cardholder Activity statement, sign, date and submit for review, obtain approval and signature of the Transaction Approver
  • report any unauthorized transactions immediately to US Bank, PCard coordinator (if applicable), PCard transaction approver, and PCard program manager, Procurement Services
  • return the PCard upon tranfser, leave of absence, termination, retirement, or upon request to Procurement Services

PCard Coordinator

The PCard coordinator is the designated employee who may be assigned to manage the PCard Program on behalf of a department/unit with multiple PCard cardholders. A unit/department PCard coordinator cannot also be a PCard cardholder, but may be a PCard transaction approver.

Responsibilities include:

  • liaises with the University PCard program manager whenever new eligible employees are identified to hold a University PCard, and ensures any lost or stolen PCards are immediately reported to US Bank and the University PCard program manager;
  • notifies the director, Procurement Services of any delegation of authority for the PCard Program should their status change;
  • communicates any changes to cardholder(s) profile and privileges in a timely manner;
  • monitors PCard usage and reports any unauthorized use of the PCard;
  • ensures transaction limits are not exceeded, and that individual PCards are not shared;
  • ensures that monthly statements are reviewed and approved by the transaction approver; and
  • adheres to the University policy, procedures and guidelines as they relate to the procurement of goods and services.

PCard Transaction Approver

The transaction approver is the hierarchical supervisor of the cardholder(s) and/or has financial oversight obligations. The transaction approver agrees to perform monthly transaction statement reviews and sign off.

Responsibilities include:

  • identifies and approves eligible employees who qualify to hold a University PCard (can also serve as the PCard coordinator for the unit);
  • ensures any changes to cardholder profile and privileges are communicated in a timely manner;
  • ensures rationale and eligibility of all purchases against the cost centre;
  • monitors the cardholder(s) usage and immediately reports any unauthorized use of the card;
  • notifies the director, Procurement Services of any delegation of authority for the PCard Program should their status change;
  • reviews, approves, signs and dates the monthly Cardholder Activity Report for each cardholder in a timely manner and ensures all PCard receipts and statement are retained in the department/unit to be made available for review for audit purposes;
  • ensures that the cardholder does not exceed the transaction limits set by the University PCard program manager;
  • ensures that any unauthorized transactions that appear on the Transaction Summary are reported immediately to US Bank, the unit/department PCard coordinator (if applicable) and the University PCard program manager; and
  • adheres to the University policy, procedures and guidelines as they relate to the procurement of goods and services.