Dispute with supplier Reconciliation Procedures…………………………………………………12-17 Documentation provided by the bank Information in the WCU database On-line reconciliation via the Web (WCU P-Card System) Documentation and review Cardholder responsibilities Reconciler responsibilities P-Card Administrator responsibilities Records Retention Notice………………………………………………….17 Compliance…………………………………………………………………17-22 Cause for employee suspension/termination Cause to suspend or cancel P-Cards Personal use Splitting transactions to circumvent transaction limits Noncompliance with State contracts and/or Purchasing policies and procedures Delinquent statements Incomplete statements and documentation Misuse of funds or invalid object codes Authorized/Unauthorized expenses Travel violations Card Reinstatement Policy…………………………………………………22 1.0 OVERVIEW OF THE PURCHASING CARD (P-CARD) PROGRAM: 1.1 Purpose of the card The WCU P-Card is a corporate Visa credit card in the liability rests with the The P-Card is issued to an University instead of the individual cardholder. employee, empowering this person to purchase goods and services on behalf of the University. This program has been established to allow rapid purchase of low dollar goods and services while simultaneously reducing paperwork and handling costs associated with the small purchase process.
Dispute with supplier Reconciliation Procedures…………………………………………………12-17 Documentation provided by the bank Information in the WCU database On-line reconciliation via the Web (WCU P-Card System) Documentation and review Cardholder responsibilities Reconciler responsibilities P-Card Administrator responsibilities Records Retention Notice………………………………………………….17 Compliance…………………………………………………………………17-22 Cause for employee suspension/termination Cause to suspend or cancel P-Cards Personal use Splitting transactions to circumvent transaction limits Noncompliance with State contracts and/or Purchasing policies and procedures Delinquent statements Incomplete statements and documentation Misuse of funds or invalid object codes Authorized/Unauthorized expenses Travel violations Card Reinstatement Policy…………………………………………………22 1.0 OVERVIEW OF THE PURCHASING CARD (P-CARD) PROGRAM: 1.1 Purpose of the card The WCU P-Card is a corporate Visa credit card in the liability rests with the University instead of the individual cardholder. The P-Card is issued to an employee, empowering this person to purchase goods and services on behalf of the University. This program has been established to allow rapid purchase of low dollar goods and services while simultaneously reducing paperwork and handling costs associated with the small purchase process.
PCardPolicyandProceduresManual.docx