Purchasing Card Request Form August 2013 Instructions: The Purchasing Card Request Form is a key part in attaining a PCard and managing cardholder abilities. Each section must be filled out completely. Forward completed forms to the Purchasing Office. INFORMATION CARDHOLDER INFORMATION Name Title Name Title Dept. Ext. Dept. Ext. Email Email CARD INFORMATION Name on Front of Default Budget Card: Number: Per Transactions Type Credit Transaction Per Day Primary Usage Faculty/Staff $2,000 $1,000 8 Travel, Dining and Entertainment Department $5,000 $1,000 8 Office Supplies, Travel, Renewals, Invoices Club/Org. $1,000 $1,000 8 Office Supplies, Travel, Renewals, Invoices, Events Trip Specific Determined by Balance in Trip Account Travel, Dining and Entertainment Trip Description: ROLES & Responsibilities Administrator use only SYSTEM ISSUE ACTIVEPAY TRAINING Statement Approver Transaction Allocator & (Cardholder’s Supervisor) Statement Reconciler Create User Date Received Date Review PCard Use ActivePay website to Signed Form Allocator Number assign the correct budget transactions within area Cardholder number and transaction Full Access of responsibility to Expire description. Form Copies View Only ensure appropriateness. Attach receipts to the Database Verify the statement corresponding statement. Contacts Attach Card and all receipts are Default Budget Trainee Cardholder Welcome Email State. Email submitted by the due Prepare Packet Sign the statement Generate Email dates. Tax Exempt approving transactions. Initial the bottom of the cardholder’s statement beside Total Activity. (CARDHOLDER’S DIRECT REPORT)
Purchasing Card Request Form August 2013 Instructions: The Purchasing Card Request Form is a key part in attaining a PCard and managing cardholder abilities. Each section must be filled out completely. Forward completed forms to the Purchasing Office. INFORMATION CARDHOLDER INFORMATION Name Title Name Title Dept. Ext. Dept. Ext. Email Email CARD INFORMATION Name on Front of Card: Default Budget Number: Type Credit Per Transaction Transactions Per Day Primary Usage Faculty/Staff $2,000 $1,000 8 Travel, Dining and Entertainment Department $5,000 $1,000 8 Office Supplies, Travel, Renewals, Invoices Club/Org. $1,000 $1,000 8 Office Supplies, Travel, Renewals, Invoices, Events Trip Specific Determined by Balance in Trip Account Travel, Dining and Entertainment Trip Description: ROLES & Responsibilities Administrator use only Statement Approver (Cardholder’s Supervisor) Transaction Allocator & Statement Reconciler SYSTEM ISSUE Received Date Number Expire Database Contacts Welcome Email Prepare Packet Tax Exempt ACTIVEPAY Create User Allocator Cardholder Full Access View Only Attach Card Default Budget State. Email Generate Email TRAINING Date Signed Form Form Copies Trainee Review PCard transactions within area of responsibility to ensure appropriateness. Verify the statement and all receipts are submitted by the due dates. Initial the bottom of the cardholder’s statement beside Total Activity. Use ActivePay website to assign the correct budget number and transaction description. Attach receipts to the corresponding statement. Cardholder Sign the statement approving transactions. (CARDHOLDER’S DIRECT REPORT)