The PCA will establish a process for immediate reporting of suspected or actual unauthorized use of a card, including a process for self-reporting by Cardholders. The processes are: The PCA is responsible for ensuring that the total number of cards in use by the agency is verified and reconciled, at least semi-annually, and retained for review purposes. The PCA will also ensure that: The vendor and Cardholder work to resolve any billing discrepancies. Periodic reviews of agency/cardholder files occur to verify compliance with agency policy. The PCA/Supervisor is responsible for ensuring each purchase is supported by invoices, receipts, and/or packing slips. The PCA/Supervisor signs off on statement indicating approval of purchases. All transactions are reviewed to verify: No “splitting of transactions” occurred No transactions occurred with disallowed merchants or vendors Transactions were within approved limits, or appropriate documentation of exceeding limits exists Frequently purchased items and/or unusual items are verified to be necessary Credits are appropriate and have the required vendor supporting backup documentation for justification New Cardholder - PCA Responsibilities When obtaining cards, the Procurement Card Administrator (PCA): Completes and signs the Cardholder Agreement Form. Ensures the Cardholder reviews and signs the Cardholder Agreement Form. Ensures that the Cardholder’s Supervisor signs the Cardholder Agreement Form. Maintains copies of the signed forms for both activated and inactivated agreements. Creates, or notifies PPOC to create, Cardholder User account in WORKS. After receiving each procurement card, the PCA will: Verify the information on the card, including the Cardholder’s name, agency, and tax exemption number.
Deliver the card to the appropriate Cardholder and verify that the card is subsequently signed on the back. Instruct the Cardholder on the proper use of procurement cards, the consequences of unauthorized use, and provide updated training as needed. Assign, update, and monitor the limits for each of the individual Cardholders, as well as the specific merchant and vendor categories which are disallowed for each Cardholder and for the agency in general. This information, and any other applicable information, will be documented for each Cardholder. The PCA is responsible for ensuring that purchasing limits assigned for each Cardholder comply with the restrictions of SAM 1552.0, including the limitation of $4,999.99 for each purchase unless otherwise specified, or unless State Purchasing has granted specific authorization for certain items at higher limits. Cardholder Responsibilities Each Cardholder is required to: Abide by all the conditions noted on the Cardholder Agreement Form. Use the card for qualifying agency purchases only. Ensure that the card is not used by another individual. When purchasing, cardholders will: Comply with all agency purchasing and expenditure policies and procedures, as well as SAM 1500 and other relevant state regulations and statutes. Ensure that no sales tax is charged on purchases. Ensure that purchases do not exceed assigned limits or budgeted amounts for that category and that individual limits are not circumvented by splitting purchases. Upon receipt of each purchase, verify that the correct number of items was received and that all merchandise is in good condition, and, if applicable, sign the accompanying packing slip attesting to the quantity and condition of the merchandise. Ensure that an independent receiver sign receipt/packing slips as verification of the item(s). If the cardholder cannot obtain independent verification of goods, the cardholder provides invoices or other backup documentation (as applicable) as soon after purchase for each transaction to their Supervisor or PCA for initial review. Cardholders will also: Report any disputes or discrepancies to the PCA or PPOC. Work with vendor, PCA/PPOC, and financial institution to resolve issues. Immediately report any unauthorized use of the card to the PCA/Supervisor. Report any lost or stolen cards to the issuing financial institution within 24 hours and to their PCA or Supervisor at the first opportunity during business hours. Return their card to the PCA upon termination of employment and/or transfer to a different position and/or agency.