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Departmental Responsibility & P-card Use
The department chair/director has the authority to designate personnel who may use the card for departmental purchases. All authorized users must receive a copy of the procurement card policy and procedures and agree to comply with its terms (See Terms). The procurement card that the each department receives has the department name embossed on it and shall only be used by that department.
Approving Supervisor
Each department chair/director has the responsibility to ensure compliance with procurement card procedures/regulations and approve Pcard expenses online in MAPS (see reconciling Monthly Pcard Statements). The department chair/director has the authority to delegate custodial responsibility for the department’s card (See Form). Should the responsible cardholder terminate employment or transfer between departments, the department has the obligation to reclaim the card and notify the Office of Finance and Business Services for reassignment.
Card Custodians
The designated custodian is responsible for verifying Pcard expenses online in MAPS (see reconciling Monthly Pcard Statements) and the safekeeping of the department card. Procurement cards should be kept on campus in a locked and secure area with limited access. It is the card custodian's responsibility to safeguard the Procurement Card and account number to the same degree that a Cardholder safeguards his/her personal credit information. Card Custodian – Each custodian has the following responsibilities:
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Ensure that all authorized users have been issued procurement card procedures.
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Record, document and reconcile transactions in MAPS and to the College’s financial web reports (See Form).
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Act as liaison with the Office of Finance and Business Services for all procurement card issue.
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