Purchasing Card Policies Manual

2.0 Requirements of Program

2.1 Roles & Responsibilities
2.1.1 Department Head

The Department Head has the responsibility for ensuring that all of the following program requirements are met.

1. A system is established and implemented that promotes compliance with University and ABOR Policies and Regulations governing the use and security of the PCard.

2. A responsible person is designated to serve as a PCard Liaison for purposes of monitoring, recording and reporting PCard policy violations or any other misuse of the card by the unit. This employee will need top level authorization and on-going support.  Any changes to a Liaison's PCard or responsibilities must be approved by the Department Head.

3. The appointment of primary and backup Reconcilers & Fiscal Officers (approval role), to provide prompt and reliable reconciliation and approval. 

  • Effective upon implementation of Kuali: Fiscal Officers as assigned to respective budgets will perform the Approver process on PCard transactions.

4. The department establishes a system for processing transactional documentation, including order forms, receipts, invoices, packing lists, etc.

5. The department is solely responsible for obtaining original detailed transactional documentation and providing that documentation to FSO for records retention purposes.

6. Takes immediate action as appropriate upon learning of card use that constitutes or appears to indicate a violation of the UA Procurement Policy and Compliance Procedures or University of Arizona Misuse of Assets Policy.  (Department Heads may suspend temporarily or cancel PCards based on the degree of misuse.)

2.1.2 Liaison

The Liaison acts as the PCard departmental contact for PCard Administration.

Any changes to a Liaison's PCard or responsibilities must be approved by the Department Head.

The Liaison is the designated signer on all PCard documentation including but not limited to; change forms, delete forms, and new applications, as well as any departmental program changes.

The Liaison's roles and responsibilities are as follows:

1. Forwards applications and agreements to the UA PCard Office.  

2. Maintains copies of cardholder applications, agreements and PCard numbers (last 4 digits).

3. Serves as department contact for lost or stolen cards and notifies PCard Office.

4. Assists with disputed charges that cannot be resolved by the Cardholder.

5. Disseminates information from PCard Administrator to Cardholders.

6. Stores infrequently used PCards in a secured location.

7. Collects PCards from employees who terminate employment with the department:

  • For Department PCards: completes a Transfer Form and submits to the PCard Office.
  • For Individual PCards: submits Delete Form to the PCard office and disposes of Individual PCard.

8. Ensures that the ownership of a Department PCard is transferred or the card temporarily suspended during the absence of a responsible Cardholder (i.e.  Sabbatical leave, vacation, extended illness, etc.) by notifying the PCard Office and processing necessary documentation.

9. Ensures that an Individual PCard should be temporarily suspended during the absence of a Cardholder (i.e.  Sabbatical leave, vacation, extended illness, etc.) by notifying the PCard Office and processing necessary documentation.

10. Ensures that the PCard Office is notified of all Reconciler terminations and or transfers.

11. Notifies the PCard Office if a Cardholder or Responsible Cardholder will be traveling on University of Arizona business out of the country with the PCard.

13. Handles any staff questions related to the Purchasing Card Program.

14. Advises the Department Head of problematic cardholders or misuse of a PCard.

15. Monitors card activity of the department.

16. Submits change forms if any cardholder usage indicates need for transaction limit changes.

17. Complies with the University of Arizona, Misuse of Asset's Policy and reports any suspected misuse of the PCard.

18. Develops and enforces internal department policies and procedures.

2.1.3 Cardholder / Responsible Cardholder

Allowable paid UA Employment Status of Active is required for Cardholders and Responsible Cardholder and must have a NetID and Employee ID.

The Cardholder/Responsible Cardholder's roles and responsibilities are as follows:

1. Ensure the PCard is used for University of Arizona business only, not for personal use.  All transactions made using the Purchasing Card must benefit and support the University's mission of education, research and public service.

  • Fraudulent or intentional misuse of the card will result in cancellation of the card and possible civil and/or criminal charges.

2. Comply with all PCard and University Policies relating to the use of the PCard.

3. Upon termination of employment or transfer to another department, must return their PCard to the department Liaison.  The Liaison will cancel and dispose of an Individual Card or transfer ownership of a Department Card to another employee by submitting the necessary form(s) to the PCard Office. 

4. Safeguard the PCard.

5. Reports a lost or stolen PCard immediately, to JPMorgan Chase and the PCard Office.
If unable to speak directly with a PCard Staff member, contact JPMorgan Chase. Then follow up with the PCard Office.

6. Reviews any transactional discrepancies with the Reconciler or Approver; notifies the Bank and PCard Administration of suspected fraudulent activity.

  • The Cardholder/Responsible Cardholder must call JPMorgan Chase Customer Service at 1-800-270-7760 to report loss, theft or fraud. In case of loss or theft of the card or misappropriation of the card account number, the Bank will initiate recovery efforts on fraudulent charges only on PCards provided they are notified within 60 days from the Billing Statement date in which the charge appears in PaymentNet (this is called the notification period). If the Bank is not contacted within the notification period, fraudulent charges could become the liability of the Cardholder's department or if denied by the department, the liability of the Cardholder. UAPD must be contacted to obtain a case number, and PCard Office must also be notified of any loss, theft or fraud on any PCard.
  • To report loss, theft or fraud on a PCard after hours, weekends, or if unable to reach PCard Office contact JPMorgan Chase Customer Service at 800.270.7760. In addition, contact PCard Office and leave detailed message. The PCard Office will contact you for further assistance.

7. On a daily basis forwards all original transactional documentation (no copies) which includes; itemized receipts, itemized invoices, packing slips, etc., and any other documentation supporting the purchase to the Reconciler. 

8. Prior to a dispute being initiated, attempt to resolve any discrepancies with the Vendor/Merchant. Contact the PCard Office prior to initiation of a dispute.

9. Obtains Travel Authorization number before purchasing travel related purchases and writes T# on receipt.

10. The Responsible Cardholder of a Department Card must pre-authorize the use of the PCard for each specific transaction

 11. The physical checkout process of a Department PCard resides with the Responsible Cardholder and cannot be delegated to another individual.

12. Responsibility for the Department PCard should be transferred or the PCard temporarily suspended during the absence of a Responsible Cardholder (i.e.  Sabbatical leave, vacation, extended illness, etc.).

13. An Individual PCard should be temporarily suspended during the absence of a Cardholder (i.e.  Sabbatical leave, vacation, extended illness, etc.).

14. Comply with The University of Arizona Misuse of Asset's Policy and reports any suspected misuse of the PCard.

15. Complies with the provisions of The University of Arizona's Misuse of University Assets Policy since some unauthorized purchases may violate this policy.  If it is determined through investigation that a purchase violates the Misuse of Assets Policy, the purchaser is subject to disciplinary actions.

2.1.4 Department PCard - Authorized Individual for Specified Transaction

The Individual (Active UA Paid Employee) that has checked out a Department PCard with the Responsible Cardholder's approval may make only the specific transaction that has been pre-approved. 

The Individual is to return the Department PCard and all receipts/documentation of the pre-approved transaction directly to the Responsible Cardholder of the Department PCard.

2.1.5 Reconciler

Reconciliation of transactions is a mandatory process.

  • Allowable paid UA Employment Status of Active is required for Reconcilers and must have a NetID and Employee ID.
  • Effective September 1, 2009 (revision): Change of all current hierarchy structures where Reconcilers are reconciling their own transactions, to non-reconciliation of own transactions, must be completed prior to July 1, 2010 (revised Feb. 5, 2010) Upon UAccess Financials implementation  - the system automatically prevents reconciliation of own transactions (cardholder/responsible cardholder) (revised Oct. 2011)

The Reconciler's roles and responsibilities are as follows:

1. Receives daily original transactional documentation (no copies) which includes; itemized receipts/invoices, packing slips and any other documentation supporting the purchase from Cardholders and maintains it in a pending file until the transaction has been completed and reconciled.

2. Ensures that correct financial budgetary accounts/object codes are used on transactions and that sales tax is coded correctly.

3. Reviews validity of transactions by scrutinizing the original receipt and ensuring compliance with PCard and University Policies.

4. Reviews and resolves discrepancies.

5. Ensures any purchase rewards obtained from PCard purchases are used to benefit the University of Arizona and that any rebate checks are deposited into the University account from which the purchase was originally made.

6. Comply with The University of Arizona Misuse of Asset's Policy and reports any suspected misuse of the PCard.

7. Complies with the provisions of The University of Arizona's Misuse of University Assets Policy since some unauthorized purchases may violate this policy.  If it is determined through investigation that a purchase violates the Misuse of Assets Policy, the purchaser is subject to disciplinary actions.

2.1.6 Approver (Fiscal Officer, or Designee)

Approving transactions is a mandatory process.

The Approver's roles and responsibilities are as follows:

1. Reviews transactions and transactional documentation processed by the Reconciler.

2. Ensures that correct financial budgetary accounts/object codes are used on transactions and sales tax has been coded correctly by the Reconciler.

3. Reviews validity of transactions by scrutinizing the transactional documents/ receipts and ensures compliance with PCard and University Policies.

4. Ensures either thru their action or their designee, that original transactional documentation (itemized receipts, itemized invoices, packing slips, etc. and any other documentation supporting the purchase) is submitted on a monthly basis to FSO Financial Compliance for scanning and retention in accordance with the Records Retention Policy, and FSO Internal Control Policies

5. Comply with The University of Arizona Misuse of Asset's Policy and reports any suspected misuse of the PCard.

6. Complies with the provisions of The University of Arizona's Misuse of University Assets Policy since some unauthorized purchases may violate this policy.  If it is determined through investigation that a purchase violates the Misuse of Assets Policy, the purchaser is subject to disciplinary actions.

2.2 Training Requirements
2.2.1 
All Cardholders/Responsible Cardholders shall:

1.  Complete PCard Policy Training on-line, including passing the PCard Exam.
     7/25/17 New PCard Policy Review/Exam containing Hotel Enhancement and
     Single Transaction Limit policy changes. UAccess Learning: UA-1013-1

     Previous Exams are no longer accepted.

2.2.2  All Reconcilers shall:

1.  Complete PCard Policy Training on-line, including passing the PCard Exam.
     7/25/17 New PCard Policy Review/Exam containing Hotel Enhancement and
     Single Transaction Limit policy changes. UAccess Learning: UA-1013-1

     Previous Exams are no longer accepted.

Refer to UPK Training Tutorials

2.2.3 All Liaisons shall:

1.   Complete PCard Policy Training on-line, including passing the new PCard Exam.
     7/25/17 New PCard Policy Review/Exam containing Hotel Enhancement and
     Single Transaction Limit policy changes. UAccess Learning: UA-1013-1

     Previous Exams are no longer accepted.

2.3 PCard Issuance 

2.3.1 Legal Name as listed in UAccess Financials must be used for issuance of Individual PCards.

2.3.2 Legal Name as listed in UAccess Financials must be used for association of Responsible Cardholder of Department PCard.

2.3.3 Deleted with the implementation of UAccess Financials.

2.3.4 Deleted with the implementation of UAccess Financials.

2.3.5 Allowable paid Employment Status of Active is required for Cardholders and Responsible Cardholder and must have a NetID and Employee ID.

2.3.6 Issuance of a PCard from a Department other than the employee's listed Department in UAccess Financials will require submission of documentation from both Departments including acknowledgement of responsibilities associated with the PCard and transactions.

2.3.7 Multi-Card Issuance - Issuance of a PCard from home Department and other department(s) will require submission of documentation from both Departments including acknowledgement of responsibilities associated with the PCard and transactions.


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