7.8.2. ROLES AND RESPONSIBILITIES

All provisions of Part 7 (Purchasing) and Part 9.2 (Expenditure Procedures) of this handbook apply to Commercial Card transactions. Roles and responsibilities are as follows: 

Cardholder

• Uses the ProCard only in accordance with applicable law and applicable policies and procedures. By submitting a ProCard application, all Cardholders represent that they will strictly adhere to these rules and have personal responsibility for all charges made on the ProCard. Failure to follow Commercial Card Program policies and procedures may result in loss of ProCard privileges and/or disciplinary action up to and including dismissal as set forth in Section 7.8.4 herein.

• Ensures that the ProCard (including number, expiration date, and security code) remains secure and confidential. Cardholder may not share the ProCard or allow other people to use the ProCard.

• Takes financial responsibility for any misuse of the ProCard. If the Cardholder cannot verify a transaction or suspects fraud, the Cardholder must immediately follow the procedures in Section 7.8.3 herein. Cardholder must pay or reimburse the University for noncompliant transactions/charges whether authorized or unauthorized. 

• Reviews and submits documentation for each transaction (including verification of vendor tax standing and/or export compliance approval where required) to the Reconciler within the billing cycle and ensures that the payment voucher is final approved by the designated deadline. Cardholder may authorize an additional employee to complete administrative tasks (such as reconciliation, documentation, and voucher submission), but Cardholder retains full accountability for the accuracy and timeliness of all submissions. 

• Completes all required trainings, including online certification course for new Cardholders and annual refresher trainings for existing users.

Department 

• Shares financial responsibility for the risks associated with its Cardholders’ noncompliant transactions.

• Sets Departmental Maximum as per Rule 7.2(B) of this handbook. 

• Authorizes ProCard applications within Department.

• Ensures compliance with all Commercial Card Program policies and procedures, including taking appropriate corrective action to address Cardholder noncompliance, which may include training, reimbursement by Cardholder, or disciplinary measures.

• Notifies the Commercial Card Office and follows the procedures for commercial card cancellations when a Cardholder separates from the University, transfers to a different department, experiences a change in job duties that no longer supports card use, or no longer requires a Commercial Card.

Reconciler (Assigned by Department)

• Enters all required information for each transaction into the payment voucher, including a valid account number, appropriate object code, and any required departmental coding. 

• Reviews each transaction to verify that: (a) the purchase serves an authorized University business purpose, (b) adequate documentation (including itemized receipts and verification of vendor tax standing and/or export compliance approval where required) is attached, and (c) the transaction complies with Commercial Card Program policies and procedures. 

• Routes the completed payment voucher to the Approver.

Approver (Assigned by Department)

• Reviews the payment voucher to ensure that each transaction therein complies with Commercial Card Program rules, is supported by adequate documentation submitted within the billing cycle, and reflects the correct account numbers and object codes.

• Following review, and if all criteria are met, provides final approval of the payment voucher. 

Electronic Office Management (EOM) Manager or Delegate (Assigned by Department)

• Ensures that the correct Approvers are assigned according to the respective account numbers used for ProCard transactions. 

Commercial Card Office

• Administers the Commercial Card Program and issues ProCards.

• Ensures that a payment voucher is generated for each ProCard account each billing cycle and that all vouchers receive final approval by the deadline.

• Conducts compliance inquiries to address potential violations and maintains associated records. If noncompliance is found, issues notice to Cardholder and Department and directs appropriate resolution.

Part 7. Purchasing - Table of Contents