Policy on PCard Program
Summary of Policy: to allow for the direct procurement of low to moderate value purchases by the end-user through the use of a credit card.
Dept. or Position Responsible for Policy: Dir. of Accounting & Business Operations
Date of Last Revision: Approved by President’s Cabinet on November 15, 2010.
Purpose: The College’s Purchasing Card Program is designed to allow for the direct procurement of low to moderate value purchases by the end-user through the use of a credit card. Our intent is to eliminate a sizeable number of requisitions, purchase orders (both regular and “Speedy” purchase orders), cash advances/clearings, accounts payable vouchers, and checks. We aim to simplify and accelerate the purchasing of goods and services, while maintaining adequate checks and controls over the process. The result of the process should reduce total paperwork, improve vendor relationships, and provide Budget Officers with greater flexibility in managing their budgets. Cardholders will have the ability to initiate transactions in-person, over the phone, by FAX, or on the WEB. The card will clearly be identified as a College Purchasing Card including the College’s State Sales Tax Exemption number. Payments to vendors will be made via the VISA settlement system.
ROLES AND RESPONSIBILITIES
I. Program Administrator(s)
The Program Administrator(s) is responsible for the day to day operation of the purchasing card program. This person will be the main link between you (the cardholder) and PNC Bank for such tasks as cardholder name and address changes, overriding of controls on the accounts, changes in limits, etc.
Betty McKim, Purchasing Assistant, Mifflin Street—I.Harvey Brumbaugh House, Ext 3196
Erika Slocum, Accounts Payable Assistant, Mifflin Street—I.Harvey Brumbaugh House, Ext 3193
II Treasury Officers
The Treasury Officer if the primary contact regarding the overall account. This individual is the person responsible for the entire purchasing card program. A secondary treasury officer will be the secondary contact should the treasury officer be unavailable.
Treasury Officer: Karla Wiser, Controller, Mifflin Street—I.Harvey Brumbaugh House, Ext 3301
Secondary Treasury Officer: Lauren Perow, Bursar —I.Harvey Brumbaugh House, Ext 3302
III Account Directors/Budget Officers
Account Directors(Budget Officers) are those individuals responsible for managing budgets or cost centers for a given area or areas. The Account Director identifies their employees as candidates for a purchasing card, oversees the use of the card, appoints assistants to manage PCards, assures that sufficient funds are available in a specified account designated for each purchasing card and reviews the reconciled statements of cardholders that report to the directors.
IV Approved Designees
Approved Designees are those individuals that an Account Director can designate to approve and review online, either their charges andor those charges of the card holders under them. A list of Approved designees will be held on file with the Program Administrator. Approved Designees are subject to approval by the Treasury Officer
Cardholders are those employees who have been designated by an account director to be provided a card based on their need to purchase business-related goods and services and/or travel for the institution. General responsibilities of the cardholder are listed below: (Specific responsibilities are in the section “Cardholders Procedures” and found in the “Employee Purchasing Card Usage Agreement Form”)
-initiates and authorizes purchases
-obtains return authorization
-contacts and resolves problems with the supplier
-retains accurate records of all transactions
-performs monthly reconciliation with the online card statement
-notifies the Program Administrator of any problems with suppliers
-disputes – 60 days and must be done in writing contact Administrator on policy
Approved Designees can approve cardholder transactions at the direction of the Account Director.
Quick Questions and Answers
WHO CAN OBTAIN A COLLEGE PCARD?
An employee who is authorized by the department Account Director/Budget Officer or Vice President.
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