Each Department should designate a PCard Coordinator, usually the department administrator. When assigning authority, Coordinators should keep in mind the principles of segregation of duties and the importance of timely review . Department administrators will be given authority to review and change coding on all cards for their departments after they have attended the one hour training session. Department administrators have ultimate responsibility for spending within budget. All cardholders and reviewers will be required to attend a one-hour training session before receiving a card or gaining access to the system.
Budget constraints apply to all expenditures.
For research centers, a general purpose restricted account should be used as the default. For all other departments, a restricted account will be allowed if the account is expected to have more than 50 qualifying transactions. Before approval, account terms should be checked to verify appropriateness. Account balances should also be reviewed. If a PCard with a sponsored account as the default coding is issued, the cardholder and the reviewer should make sure that expenses are related to the sponsored project, or are adjusted in the PCard settlement system on a timely basis.