The PCA will establish a process for immediate reporting of suspected or actual unauthorized use of a card, including a process for self-reporting by Cardholders. The processes are: The PCA is responsible for ensuring that the total number of cards in use by the agency is verified and reconciled, at least semi-annually, and retained for review purposes. The PCA will also ensure that: The vendor and Cardholder work to resolve any billing discrepancies. Periodic reviews of agency/cardholder files occur to verify compliance with agency policy. The PCA/Supervisor is responsible for ensuring each purchase is supported by invoices, receipts, and/or packing slips. The PCA/Supervisor signs off on statement indicating approval of purchases. All transactions are reviewed to verify: of No “splitting transactions” occurred No transactions occurred with disallowed merchants or vendors Transactions were within approved limits, or appropriate documentation of exceeding limits exists Frequently purchased items and/or unusual items are verified to be necessary Credits are appropriate and have the required vendor supporting backup documentation for justification New Cardholder - PCA Responsibilities When obtaining cards, the Procurement Card Administrator (PCA): Completes and signs the Cardholder Agreement Form. Ensures the Cardholder reviews and signs the Cardholder Agreement Form. Ensures that the Supervisor signs the Cardholder Agreement Form. Cardholder’s Maintains copies of the signed forms for both activated and inactivated agreements. Creates, or notifies PPOC to create, Cardholder User account in WORKS. After receiving each procurement card, the PCA will: Verify the information on the card, including the name, agency, and Cardholder’s tax exemption number.
The PCA will establish a process for immediate reporting of suspected or actual unauthorized use of a card, including a process for self-reporting by Cardholders. The processes are: The PCA is responsible for ensuring that the total number of cards in use by the agency is verified and reconciled, at least semi-annually, and retained for review purposes. The PCA will also ensure that: The vendor and Cardholder work to resolve any billing discrepancies. Periodic reviews of agency/cardholder files occur to verify compliance with agency policy. The PCA/Supervisor is responsible for ensuring each purchase is supported by invoices, receipts, and/or packing slips. The PCA/Supervisor signs off on statement indicating approval of purchases. All transactions are reviewed to verify: No “splitting of transactions” occurred No transactions occurred with disallowed merchants or vendors Transactions were within approved limits, or appropriate documentation of exceeding limits exists Frequently purchased items and/or unusual items are verified to be necessary Credits are appropriate and have the required vendor supporting backup documentation for justification New Cardholder - PCA Responsibilities When obtaining cards, the Procurement Card Administrator (PCA): Completes and signs the Cardholder Agreement Form. Ensures the Cardholder reviews and signs the Cardholder Agreement Form. Ensures that the Cardholder’s Supervisor signs the Cardholder Agreement Form. Maintains copies of the signed forms for both activated and inactivated agreements. Creates, or notifies PPOC to create, Cardholder User account in WORKS. After receiving each procurement card, the PCA will: Verify the information on the card, including the Cardholder’s name, agency, and tax exemption number.