Has each agency appointed at least one PCA and one backup PCA? Is each transaction assigned a GL Code either within the WORKS system by the agency or in some other manner agreed upon by agency and agency Fiscal Review? Is procurement card activity reviewed via website/reports and any related Cardholder reconciliations at least once a month for appropriateness of purchases, accuracy, and to ensure that no sales taxes were paid on purchases? Are billing statements paid in their entirety, with disputes/inappropriate charges resolved the subsequent months? Are users credit limits reduced to $1 within three (3) business days upon transfer to a different position, agency or termination from state (if deactivated prior to all transactions posted to billing statement, transactions will stay in limbo)? Upon misuse of card, transfer of cardholder, or separation from state service are: Cardholder accounts suspended, revoked, or closed? Cards retrieved and rendered unusable? Is the to the Controller’s Office VISTA report compared p-card statement and approved by emailing the completed Electronic Transfer of Transactions document to the Office? Controller’s Procurement Card Administrator (PCA)/Supervisor Responsibilities Is the PCA precluded from being issued a p-card? Upon the decision to utilize procurement cards, agency’s does the PCA (or PPOC) submit the completed Procurement Card Internal Controls, the Procurement Card Approval Form and Procurement Cardholder Forms to the Division of Internal Audits? Is the PCA responsible for assigning purchase limits for each cardholder for the monthly overall credit limits? Is the PCA responsible for ensuring that the Cardholder is aware of the single transaction limit of $4,999.99 and that the Cardholder does not exceed that amount? Does the PCA/Supervisor regularly monitor the Cardholder transactions in WORKS for declined or unusual transactions? Does the PCA/Supervisor review activity to ensure purchases used for items not requiring a contract?
Has each agency appointed at least one PCA and one backup PCA? Is each transaction assigned a GL Code either within the WORKS system by the agency or in some other manner agreed upon by agency and agency Fiscal Review? Is procurement card activity reviewed via website/reports and any related Cardholder reconciliations at least once a month for appropriateness of purchases, accuracy, and to ensure that no sales taxes were paid on purchases? Are billing statements paid in their entirety, with disputes/inappropriate charges resolved the subsequent months? Are users credit limits reduced to $1 within three (3) business days upon transfer to a different position, agency or termination from state (if deactivated prior to all transactions posted to billing statement, transactions will stay in limbo)? Upon misuse of card, transfer of cardholder, or separation from state service are: Cardholder accounts suspended, revoked, or closed? Cards retrieved and rendered unusable? Is the Controller’s Office VISTA report compared to the p-card statement and approved by emailing the completed Electronic Transfer of Transactions document to the Controller’s Office? Procurement Card Administrator (PCA)/Supervisor Responsibilities Is the PCA precluded from being issued a p-card? Upon the agency’s decision to utilize procurement cards, does the PCA (or PPOC) submit the completed Procurement Card Internal Controls, the Procurement Card Approval Form and Procurement Cardholder Forms to the Division of Internal Audits? Is the PCA responsible for assigning purchase limits for each cardholder for the monthly overall credit limits? Is the PCA responsible for ensuring that the Cardholder is aware of the single transaction limit of $4,999.99 and that the Cardholder does not exceed that amount? Does the PCA/Supervisor regularly monitor the Cardholder transactions in WORKS for declined or unusual transactions? Does the PCA/Supervisor review activity to ensure purchases used for items not requiring a contract?