The P-Card is designed to streamline your purchasing process and lessen the use of paper. However, you may have some concerns about the potential risks your unit may face while using the P-Card. Here are some questions related to P-Card usage and recommended internal control guidelines to minimize these risks. Unit heads should authorize cards only for individuals who make purchases for the unit and who comply with P-Card policies and procedures. P-Cards and account numbers are not to be shared.
Cardholders are responsible for any use of their card.
Inappropriate purchases may be made on your account if your card or P-Card account number ends up in the hands of a dishonest person, or a person who simply does not know University policy. The reconciliation process is critical to the success of the P-Card program because it is the primary control point. Someone other than the Cardholder should serve as the Reconciler to provide an independent oversight function for the program. The Cardholder should forward supporting documentation to the Reconciler after completing the transaction and the Order Log. The Reconciler is responsible for reviewing P-Card transactions to identify inappropriate purchases and to determine the propriety of the UFAS account number and object code assigned.