Purchasing Card Policies Manual

3.0 Purchasing Card Process Overview

Cardholder makes a credit card purchase, or the Responsible Cardholder of Department PCard pre-authorizes transaction and physically check outs of Department PCard for purchase to be made by the Authorized Individual for Specified Transaction.

Individual Cardholder gives itemized original receipt to the Reconciler.  Responsible Cardholder of the Department PCard receives original receipts and the PCard back from the Authorized Individual for Specified Transaction whom checked out the Department PCard for the transaction.

Reconciler scrutinizes original itemized receipt and reconciles charge.  ((The Reconciler/Fiscal Officer has 14 calendar days (Includes eDoc Date) to both reconcile and approve)).  

Approver scrutinizes itemized receipt, reviews reconciliation and approves charge (The Reconciler/Fiscal Officer has 14 calendar days (Includes eDoc Date) to both reconcile and approve).

  • Both Reconciliation and Approval processes are mandatory.

Fiscal Officer or designated individual reviews monthly statement and forwards documentation to FSO (statements should not be sent to FSO).

PCard Office conducts weekly transaction reviews for compliance with PCard Policies.

FSO Compliance performs post transaction reviews for Financial compliance with; PCard, Financial and University Policies.

PCard transaction documentation is retained on-line by FSO for 10 years.


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