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Administration of the pcard program is the responsibility of the division of finance and administration. The following groups have oversight and compliance roles:

2.1.1. Accounts Payable

Pcard administrators are accounts payable staff members who are responsible for the day-to-day management of the program. A pcard administrator’s roles and responsibilities are:

• Serve as point of contact between the university and financial institution issuing pcards
• Provide customer service to card users as it relates to the program
• Issue pcards once approved by the planning unit Chief Financial and Administrative Officer (CFAO)
• Maintain the configuration of the cards’ merchant controls, end dates, credit limits, etc. in the banking system
• Maintain training modules, procedures, websites, and job aids related to the payment card program
• Perform program reconciliation
• Perform audits as necessary
• Perform annual cardholder reviews, in partnership with the CFAOs, to ensure credit limits are reflective of the scope of responsibilities and role of each cardholder
• Suspend or place cards on hold as necessary and in accordance with policy and procedures
• Close and cancel cards in the banking system, as necessary
• Monitor the termination list received from HR to identify cardholder accounts that should be closed and close them
• Place cards on hold for extended leave periods that are greater than one month (I.e., furlough leave; Family Medical Leave when employee is unable to work; unpaid leave of absence). Does not apply to faculty fellowship leave or sabbatical leave; exceptions for other situations when university duties continue during an extended leave period may be considered in consultation with HR and the planning unit CFAO
• Ensure that all pcard transactions are entered into the university financial records

2.1.2. Procurement

Procurement reviews buying patterns and analyzes pcard usage data to ensure compliance with purchasing policy and identify opportunities for price negotiation or the solicitation of bids.

2.1.3. Internal Audit, External Auditors, External Reviewing Agencies

All transactions are subject to appropriate review by the university office of internal audit, the university's external auditors, and other reviewing agencies in order to test for compliance with university policies and procedures; federal, state and local laws; and regulations and constraints imposed by agencies and donors.