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A.
Cardholders are responsible
to place orders that comply with all
limits and guidelines, to safeguard the card and report any
lost or stolen card, to ensure receipt of goods, and to retain original
receipts for every purchase. Cardholders are also responsible
to review and sign statements, notifying the bank of errors on the
bank statement and resolving disputes with suppliers in a timely
fashion.
B.
Card Coordinators are designated by the department head and
play an important
role in program monitoring. Responsibilities are:
- Ensure timely credit card statement reconciliation
and approval for all cardholders;
- Review and update account information (using the
PACS system) before charges become transactions in FRS;
- Assist Purchasing, Accounting, plus any other reviewers
and auditors in examining the Purchasing Card Program. Note:
The card coordinator can be a key person who is designated by
the budget authority to assist in other program management activities
as identified below.
- Notify Purchasing (send e-mail to purpacs@uncw.edu
or call 910-962-3849 when there are changes in permissible
and/or default account numbers. Note: Changing default accounts
may be particularly critical with Grant accounts. Close attention
to these accounts is absolutely necessary.
- Notify Purchasing (send e-mail to purpacs@uncw.edu
or call 910-962-3849 when there are changes in roles within
the department (e.g., new/replaced card coordinator or a change
in the designee to views transactions).
- Know to whom cards are distributed within the department.
Retrieve cards when a cardholder exits the
university, transfers to another department, or when card use
is no longer a need.
C. Budget
Authorities and/or designee manage the Purchasing Card Program within
a department. They sign statements and view transactions in PACS.
Minimum responsibilities include:
- Oversee appropriate use of the card.
- Ensure sufficient funds for purchases (i.e., change
default account number, or change card limits when appropriate).
Changing default account numbers is particularly critical for
Grant accounts. As the budget authority, you will automatically
have access to view transactions online as they accumulate during
the month. If desired, designate business manager or other, who
may view the transactions online for your department's cards.
- Designate permissible account numbers; that is,
the account numbers that may be selected when changing the accounting
for an individual transaction in PACS.
- Identify one or more individuals to be a card coordinator.
Card coordinators can make online accounting changes in the PACS
system and are a principal contact for the Purchasing and Accounting
department. If you are a small department, you may identify yourself
as a card coordinator.
- Ensure Card Coordinator and Cardholder responsibilities
are managed well.
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