P-Card Summary of Responsibilities The department (or DO Unit) manager is charged with the oversight of P-Card usage in their department/unit. The manager is, therefore, responsible for establishing processes and procedures to ensure: a) The card is used according to University guidelines b) Appropriate documentation is retained (for 5 years) to support/justify the transactions c) Monthly reconciliation of the P-Card statement is assigned to an individual other then the P-Card holder/user d) P-card holder/user is adequately trained in guidelines and understands they have a personal responsibility for non-authorized purchases e) Reconciler is adequately trained in guidelines and understands their role as a “check and balance” on P-Card activity. f) The department’s reconciliation process must be on file in the department and must be sent to FBO as well; the reconciliation procedures must evidence separation of duties such that the cardholder and reconciler are not the same individual. The reconciliation process must indicate that a copy of the statement and receipts is maintained in the department or unit (for 5 years) as the auditors will look to the Department or Unit Manager for resolution of all questions and issues. **FOR DO UNITS ONLY- the reconciliation process must also include reference to the fact that all reconciled statements (including receipts) are forwarded on a monthly basis to FBO along with the P-Card Review Form for second level review. This does not, however, relieve the DO Unit from maintaining a copy of the statement/receipts on file for the required 5 years. For complete details regarding P-Card usage see http://www.ais.unc.edu/msd/. For your convenience, however, a summary of major guidelines is provided below: DOCUMENTATION: A vital part of the program is keeping records at the department so that a complete audit trail is always present. P-Card user(s) should be advised to submit the P-Card receipts to the employee responsible for maintaining the records as soon as possible after a purchase has been made to minimize the possibility that documents will be misplaced. In general, the supporting receipts for all purchases should show the details of what was purchased including the prices of individual items--not just the total dollar amount of a purchase. If the retailer does not provide an itemized receipt, the user should document exactly what was purchased. Each receipt should list the purpose of the expenditure. The employee making an online purchase should print out the order form to show what was ordered PERSONAL RESPONSIBILITY: The purchasing card received by the department is assigned specifically to the Cardholder and as such becomes the Cardholders personal responsibility. When the card is not kept on the person, ensure it is stored in a secure area. To report a lost or stolen card, immediately contact First Union at 1-800-704-0883. Also report this information to the University's Purchasing Card Coordinator immediately thereafter. Each cardholder is responsible for the goods that are ordered. This means that the user of the card, can be held personally responsible for any charges that are made. Purchases charged against University funds that are not made in accordance with the policies stated in the University Business Manual are the personal responsibility of the individual placing the order. Violations of the University policies and State purchasing laws and regulations may result in disciplinary action against the individual and removal of the purchasing card privilege, or both. RECONCILER: The P-Card reconciler’s role is to serve as a check and balance on the P- Card holder purchase activities. The reconciler not only reconciles receipts with the monthly statement, but ensures that all receipts are submitted, that each receipt includes a documentation as to purpose (adequate for audit purposes), and if food/amenities are involved that- that the documentation includes number of attendees (if 8 or under- names of attendees must be included) along with an agenda. The reconciler should report any suspicions regarding validity of purchases or failure to comply with University regulations to the Business Manager and/or to the Chair/Director. The reconciler must maintain all receipts and backup documentation on file for five (5) years. PROHIBITED USAGES: Under no circumstances can the card be used for: - Services of any kind - Any item available on a State Term Contract from other than the designated Term Contract vendor - Research gases - Radioactive materials - Printing - Purchases from overseas vendors - Purchase of any items stocked in the University storerooms - Cash Advance - Travel, including hotels, and registration. Or holding a hotel room - Membership dues - Gift Certificates - Alcohol or Tobacco - Restaurants - Personal Items Again, please refer to http://www.ais.unc.edu/msd/ for complete details.
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