About PCards

1) University Banking Partner

The University of Arizona PCard is a corporate liability card that is utilized like a credit card and is the preferred method for the procurement of small dollar goods and services that meet the public purpose of the expenditure. All card programs remain the property of the university and Bank of America. Accounts Payable oversees several different credit card programs.

2) Training Requirements

All Cardholders, Responsible Cardholders, Reconcilers, and Liaisons are required to complete the PCard Training available in EDGE Learning. Reconcilers should also refer to the UAccess Financials Reference Guides to support their role in reviewing and reconciling transactions.

3) Roles and Responsibilities

Department Head

The Department Head has the responsibility for ensuring the following program requirements are met:

• Internal controls and processes are established and implemented that promote compliance with university, Arizona Board of Regents policies, and IRS regulations.
• A responsible person within the department 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 support of leadership. Any changes to a liaison's PCard or responsibilities must be approved internally by the Department Head.
• Appointing a primary and backup Reconcilers & Fiscal Officers (approval role) to provide prompt and reliable reconciliation and approval.
  • Fiscal Officers assigned to respective budgets will perform the approver process on PCard transactions (PCDO).
• Ensuring their department establishes a system for processing transactional documentation, including order forms, receipts, invoices, packing lists, etc.
• Conveys to the department that it is solely responsible for obtaining detailed transactional documentation and attaching to the appropriate PCDO for auditing purposes.
• Takes immediate appropriate action with cardholder when learning of misuse, non-compliance, or a violation of policy. This action may include training, suspension/closure of the PCard, payroll deductions, or further disciplinary action when appropriate based on the degree of the misuse.  

PCard Liaison

A PCard Liaison must be an active benefits eligible employee with a NetID and employee ID to maintain this  role. The PCard Liaison acts as the primary PCard approver for applications and card changes within the unit/department. 

Each department has a one PCard Liaison who may assign delegates within Concur to act on their behalf.  A department must have one liaison and may have multiple delegates to perform duties necessary for the department to remain in compliance. 

• Maintain a list of all PCard activity within the department.
• Reports any lost or stolen cards.
• Assists cardholder with disputing charges or reporting fraudulent activity.
• Disseminate information and training to cardholders.
• Promptly collect and close the PCard of employees who leave the department.
• Reminds individual PCard holders to temporarily suspend their card within the Global Card Access website during the absence of a cardholder (i.e., sabbatical leave, vacation, extended illness, etc.)
• Support department staff with questions related to the PCard.
• Advises the Department Head of cardholders in violation or misuse of a PCard.
• Monitors card activity of the department by reviewing PCard transactions and missing documentation.
• Complies with the Misuse of Assets Policy and reports any suspected misuse of the PCard.
• Work closely with Financial Compliance team on misuse of university PCard activity and report misuse timely.
• Develops and enforces internal department policies and procedures.
• Respond timely to Financial Compliance review questions on transactions.
• Maintain a tracking record of all PCard infractions via self-report violations or Financial Compliance review for potential suspension of card activity for an individual or department card.
• Timely respond to inquiries regarding audit inquiries from internal or external auditors and provide any necessary documentation required to support the inquiry and avoid an audit finding.
• Collaborate with Accounts Payable on improving online training, scheduling departmental training, and improving website content.

Cardholder/Responsible Cardholder

The PCard cardholder or Responsible cardholder must be an active benefits eligible employee of the university to maintain this role and be responsible for the following activities:   

• Register and take the PCard training located in EDGE Learning.
• Maintaining the credit card in a secure location.
• Ensure the PCard is utilized for university business only, not for personal use. All transactions made using the PCard 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.
• Comply with all PCard and university policies relating to the use of the PCard.
• Upon termination of employment or transfer to another department, must return their PCard to the department PCard Liaison. The liaison will cancel and dispose of an individual card within two business days.
• Safeguard the PCard.
• Reports a lost or stolen PCard immediately to Bank of America and Accounts Payable.
  • If unable to speak directly with a member of Accounts Payable, contact Bank of America. Then follow up with Accounts Payable.
• Reviews any transactional discrepancies with the Reconciler or Approver; notifies the Bank and PCard administration of suspected fraudulent activity. See the Reporting Fraud section of the PCard Start to Finish Guide.
• Review the video on attaching supporting documentation daily to the PCard Transaction (PCDO) or forward all original documentation which includes itemized receipts, itemized invoices, packing slips, etc., and any other documentation supporting the purchase to the Reconciler.
• Failure to comply with PCard policy or failure to forward documentation for credit card purchases may result in suspension and/or cancellation of the PCard.
  • Refer to the Documentation Requirements section.
• Prior to a dispute being initiated, attempt to resolve any discrepancies with the vendor/merchant. Contact Accounts Payable prior to initiation of a dispute.
• Obtains Travel Authorization number before purchasing travel related purchases and write the Travel Authorization number on receipt.
• The Responsible Cardholder of a department card must pre-authorize the use of the PCard for each specific transaction
• The physical checkout process of a Department PCard resides with the Responsible Cardholder and cannot be delegated to another individual.
• Responsibility for a department PCard requires designating a new Responsible Cardholder and ordering a new card or the PCard temporarily suspended during the absence of the Responsible Cardholder (i.e., sabbatical leave, vacation, extended illness, etc.).
  • To temporarily suspend the PCard during an absence (i.e., sabbatical leave, vacation, extended illness, etc.), cardholders can do so within the Global Card Access website.
• Comply with the Misuse of Asset's Policy and reports any suspected misuse of the PCard and 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.
• Notify the PCard Liaison to close the PCard account when employment status changes, such as resigning a position or transferring to another department.
• Initiate PCard transactions within compliance of university policies and the public purpose we serve.
• Request suppliers/vendors to provide an itemized receipt, invoice, bill, or other related document that includes itemized tax.
• Ensure a business purpose is clearly defined in the Notes and Attachment section of the PCDO or provided to the reconciler.
• Failure to submit PCard documentation and business purpose in a timely manner may result in suspension or cancellation of the PCard and/or disciplinary action.
• Timely reimburse the university if purchase was deemed unallowable within university policy.

Department PCard - Authorized Individual for Specified Transaction

An active university employee may request the use of a department PCard to make a business purchase. The department card user must check out the Department PCard to make the purchase and is responsible for the following: 

• Provide the Department PCard Responsible Cardholder's with business purpose for the intended purchase along with how the purchase benefits the university.
• Obtain the Department PCard Responsible Cardholder's approval to check out the PCard.
• Make only the specific transaction that has been pre-approved.
• Return the PCard timely along with the receipts, supporting documentation and detailed business purpose.
• Timely reimburse the university if purchase was deemed unallowable within university policy
   

Reconciler

Reconciliation of PCDO is a mandatory process and must be done by an active benefits eligible employee with a NetID and Employee ID. Internal controls within the unit should be implemented to include proper segregation of duties to ensure accounting for expenditures best practices are in place. Reconcilers of PCard transactions are responsible for the following activities: 

• Reconciler should have extensive knowledge and experience with university policies and procedures.
• The reconciler has authority to question the transaction and ensure documentation relates to the expense.
• The reconciler should not be the cardholders direct report.
• Review the PCDO for business purpose to ensure it meets the public purpose for the funds utilized.
• Review and attach the documentation provided and ensure receipt/invoice reconcile with expenditure.
• Review to ensure purchase was within budget allocations and appropriate for the department.
• If transaction appears personal or does not have a clear business purpose, the reconciler requests additional details from the cardholder to clarify purchase.
• Reconcile prepares Self-Report Violation Form in Concur on any transaction that does not meet policy requirements.
• Reconciler initiates repayment by the cardholder, to the university if transaction is the result of a personal purchase or unallowable with university funds.
• Code correctly for use tax/sales tax, tax exemption.
• If necessary, seek a third-party review within the department business office to ensure transaction is allowable and supported with a business purpose.
• Receives daily original transactional documentation 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.
  • Reference Guidelines for PCard Documentation
• Ensures that correct financial budgetary accounts/object codes are utilized on transactions.
• Reviews validity of transactions by scrutinizing the original receipt and ensuring compliance with PCard and university policies.
• Reviews and resolves discrepancies.
• Ensures any purchase rewards obtained from PCard purchases are utilized to benefit the university and that any rebate checks are deposited into the univeristy account from which the purchase was originally made.
• Comply with the Misuse of Asset's Policy and reports any suspected misuse of the PCard and 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. 

Approver (Fiscal Officer, or Designee)

An Approver of a PCard Transaction must reside in an active benefits eligible employment status to include a NetID and Employee ID to maintain this role. The approver of financial transactions resides within the business unit or shared services level of the College/Department. This area of approval ensures the transaction is aligned to meet institutional audit requirements. This ensures the department can support the expenditure and justify the expense should the transaction be audited by central administration, internal or external auditors.  

Approving PCard Transactions (PCDO) is a mandatory process within UAccess Financials, and this role maintains the following responsibility: 

• Approver has extensive institutional policy knowledge of university policies and procedures for allowable purchases on the PCard.
• Approver has budget oversight to ensure the transaction meets the budget allocations for the account.
• The Approver has authority to question the cardholder and reconciler on the transaction and ensure appropriate documentation and details are provided that relate to the expense.
• The approver should not be the cardholders direct report.
• Review the PCard (PCDO) transaction for business purpose and supporting documentation.
• Review the Self-Report Violation and any additional actions required.
• Report any PCard infractions to the PCard Liaison for potential review and additional training requirements.
• Ensure transaction coded correctly with account, object code, sub account, project code, sales, use, exempt taxation applied appropriately.
• Reviews validity of transactions by scrutinizing the transactional documents/ receipts and ensures compliance with PCard and university policies.
• Ensures either through their action or their designee, that original transactional documentation (itemized receipts, itemized invoices, packing slips, etc. and any other documentation supporting the purchase) are attached to the PCDO prior to approval.
• Comply with the Misuse of Asset's Policy and reports any suspected misuse of the PCard and 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. 

4) Individual vs Department PCard

Individual

Individuals responsible for purchasing or traveling on university business may be issued a PCard for purchases. The individuals must complete the PCard training located in EDGE Learning and maintain a copy of their PCard certificate for their records and submit with the PCard application. Individual PCards are non-transferable and non-assignable and remain the property of the university and Bank of America.

The cardholder must apply for the PCard via the concur Card Request application process. The application will route to the following approvers: 

1. The cardholder’s supervisor to ensure training is provided and they are aware of the cardholder’s expenditure reporting responsibilities.
2. The fiscal officer which the expenditures will default to when they are received from the banking partner as a Procurement Card Transaction (PCDO) within UAccess Financials.
3. The PCard liaison or delegate for approval to add the cardholder to their area of oversight and reporting responsibilities. 

An individual PCard is embossed with the employee’s name (not to exceed 21 characters) on the card and will have general purchases enabled within the spending profile with an option to add Travel & Entertainment to the spend profile.  

Department

Department PCard activity is primarily for shared service units that purchase on behalf of several units. A responsible cardholder (RCH) must be identified who will administer the card. The name on the physical card may not exceed 21 characters and Accounts Payable PCard team will assist with the name on the card when ordering the physical plastic.  

The department/unit must establish an internal system for obtaining and the handling the supporting documentation for the expenditure which, must all be attached within the PCDO Notes and Attachment tab of the document. Supporting documentation may include invoice, receipt, order forms, packing slip, list of attendees, itinerary, cost comparisons, etc. 

NOTE:  The department is solely responsible for maintaining detailed documentation for audit purposes. See the Guidelines for PCard Documentation section.

The responsible cardholder must apply for the PCard via the concur Card Request application process. The application will route to the following approvers: 

1. The cardholder’s supervisor to ensure training is provided and they are aware of the cardholder’s expenditure reporting responsibilities.
2. The fiscal officer which the expenditures will default to when they are received from the banking partner as a PCDO within UAccess Financials.
3. The PCard Liaison or delegate for approval and add the cardholder to their area of oversight and reporting responsibilities. 

A department PCard is embossed with the department’s name on the first row and University of Arizona on the second row and will have general purchases enabled within the spending profile with an option to add Travel & Entertainment to the spend profile.

5) Spending Limits

Finance & Budget determines the maximum threshold for the PCard Program spend limit as $10,000 per transaction for small dollar purchases for the institution. The PCard Liaison or delegate should advise within the department to determine the PCard spending limits for an individual or department card issued. The spend limit should be based on the level of purchases made on the card and the projected use of the card. 

The department may set the credit limit (CL) and single transaction limit (STL) for each card. The university's bi-monthly billing cycle ends on the 6th and 20th of each calendar month unless the 6th or 20th falls on a weekend or holiday, the billing cycle recycles on the next business day. The monthly card limit will refresh on the day following the billing cycle date.

It is recommended that the lowest limit practical be set to minimize risk. Should a cardholder wish to increase or decrease any of these limits after they have been set, they should confer with their supervisor and the department's PCard liaison. 

All permanent increases, or decreases, to any of these limits require a Permanent Change Request by the department liaison.