Procurement Card Approver and Cardholder Responsibilities

November 8, 2018

In accordance with Investigative Report 18-200, the Procurement Card Guidelines have been updated to include the following responsibilities for both Cardholders and Approvers:

 

Approving Official Responsibilities:

  • Complete and acknowledge required procurement card Approver training.
  • Monitor transactions of assigned Cardholder(s) for appropriateness of purchase.
  • Ensure all charges adhere to the Procurement Card Guidelines.
  • Verify appropriate Account, Fund, Department, Program, Class and Project.
  • Ensure funding is not over-committed and adheres to the spending guidelines in the Funds Overview.
  • Verify that Hospitality charges adhere to CSU Hospitality Policy, and include the Hospitality form, filled out completely, and signed by the Approving Official.
  • Verify that any chemical purchase references “HAZ” in the reference field.
  • Ensure adequate transaction documentation exists (receipts should be: itemized, include proper amount of charge, prove it was paid, and include transaction date).
  • Ensure if a receipt is lost, a Lost Receipt Memo is included, filled out completely and signed by the Approving Official. Repeated lost receipts will result in the loss of the ProCard.
  • Ensure the purchase was shipped to HSU. If the purchased was shipped to an address other than HSU, the Approving Official must sign-off on the invoice/receipt in acknowledgement/approval.
  • Identify possible violations of assigned Cardholder(s) and take appropriate action if violations are found.
  • Notify the card program Administrator of changes in departmental program participants.

 

Cardholder Responsibilities:

  • Complete and acknowledge required procurement card Cardholder training.
  • Ensure all charges adhere to the Procurement Card Guidelines, and procedures are integrated into the use of the procurement card.
  • Protect the card at all times to prevent unauthorized use.
  • No sharing or authorizing others (subordinates or otherwise) to use the card.
  • Immediately report a lost or stolen card to the bank and actively follow bank rules and instructions to clear the charges.
  • Review and edit (if necessary): Account, Fund, Department, Program, Class and Project.
  • Ensure funding for the purchase is not over-committed and adheres to the spending guidelines per the Funds Overview.
  • Ensure Hospitality charges adhere to CSU Hospitality Policy, and include the Hospitality form, filled out completely, and signed by the Approving Official.
  • Verify that any chemical purchase references “HAZ” in the reference field.
  • Ensure adequate transaction documentation exists (receipts should be: itemized, include proper amount of charge, prove it was paid, and include transaction date).
  • Ensure if a receipt is lost, a Lost Receipt Memo is included, filled out completely and signed by the Approving Official. Repeated lost receipts will result in the loss of the ProCard.
  • Ensure the purchase is shipped to HSU. If the purchased is shipped to an address other than HSU, the Approving Official must sign-off on the invoice/receipt in acknowledgement/approval.
  • Attach approvals when necessary (IT, Facilities, etc.).
  • Print reconciliation in landscape orientation.
  • Obtain signature from Approving Official or the next higher up administrator.
  • Submit reconciliation by provided due date.