PCard Roles and Responsibilities

PCard Administrator

• The Accounts Payable Director oversees the program, establishes rules, issues guidelines, and provides reports and statistics to stakeholders.
• The Accounts Payable Business Operations Manager manages the program on a day-to-day basis and assists cardholders with problem resolution.
• The Credit Card Team is responsible for monitoring the effectiveness of the Purchasing Card Program and user compliance with the procedures as outlined in this Policy and Procedures guide.
• Accounts Payable will initiate the monthly electronic payment to JP Morgan Chase.

Business Unit Approvers (VP, Deans, CBOs and Directors)

Business Unit Approvers are responsible for overseeing the Purchasing Cards in their department, division, or college. Ensure cardholders are employees that can be trusted to spend department funds and that the cardholder is the appropriate individual responsible for making purchases on behalf of their departments or areas. They should also ensure the approvers assigned to a cardholder are not subordinates.

PCardholders

The PCardholder accepts the responsibility for the protection and proper use of the Purchasing Card. In addition, their responsibilities include:

• Completing a cardholder Application, including a cardholder Agreement to acknowledge their responsibilities associated with using a Purchasing Card.
• Participating in University PCard training for cardholders.
• Following all Emory Purchasing Guidelines, making purchases of goods and/or services in accordance with university guidelines and State regulations to meet their departmental purchasing needs.
• Processing their PCard reconciliations or for coordinating such processing with a proxy.
• Providing the original documentation for each purchase (as required by policy) to their Approvers promptly to meet monthly deadlines.
• Reviewing their monthly statements to ensure that all transactions listed are valid and making sure that their transactions are reconciled and approved within program guidelines.
• Use the PCard for business-related expenses.
• If a personal transaction on the PCard took place, it is the responsibility of the cardholder to resolve the transaction immediately, which may include reimbursing Emory or working with the vendor to redirect the transaction to a different form of payment. Unresolved transactions on a personal nature may be escalated.
• Identifying disputed items and contacting the merchant directly to resolve disputes and filing a formal dispute within five (5) days of billing Statement.
• Reporting lost/stolen or compromised cards immediately to Accounts Payable, the cardholder's approving official, and JP Morgan Chase.

PCard Approvers

An authorized approver is responsible for reviewing and authorizing all the cardholder's charges. A cardholder may not approve the reimbursement of their own PCard expenses. In addition, an employee cannot approve the PCard expenses of an individual to whom he or she reports to either directly or indirectly. Approvers are responsible for:

• Reviewing the Purchasing Card Policy to understand the program and their role in the program.
• Participating in University Card training for cardholder approvers.
• Reviewing the cardholder's purchases to ensure they are reasonable and reimbursable as defined by university policy.
• Authorizing or denying the cardholder's submitted PCard reconciliation within two (2) business days of submission.
• Tracking disputed items to ensure proper credit is received.
• Requesting Accounts Payable to report or investigate potential card misuse

Cardholders' Managers

The cardholder's manager, whether they are the authorized approver, is ultimately responsible for the cardholder's use and reporting requirements.

• Reviewing the Purchasing Card Policy to understand the program and their role in the program.
• Notifying the Purchasing Card Administrator of any changes in the cardholder's status, including name change, termination, transfer to another division/department or change in assignment with the University.
• Requesting Accounts Payable to report or investigate potential card misuse.
• Assisting with Purchasing Card audits or investigations