Procurement Visa Card

Procurement Visa Card

Certain GSE departments have a PSU Procurement Visa Card (pCard) to facilitate allowable purchases. This document outlines the roles and responsibilities of those involved with pCards. Anyone wishing to make a pCard purchase must work with an authorized user.

Card Custodian

·  Retains physical custody of pCard in a secure location

·  Maintains purchase log and checks card out to Designated Users

·  Maintains original document records for monthly pCard activity

o  Monthly US Bank Visa Statement

§  Signed by Card Custodian and Budget Authority

o  Original Purchase Confirmation for each transaction

o  Original Packing Slip(s) or other proof of receipt for each transaction

§  Note date of receipt on packing slip(s) or other proof of receipt with receiver’s initials.

o  Additional relevant back-up

o  Monthly purchase log that ties to monthly statement

§  Signed by Card Custodian and Budget Authority

·  Ensures electronic copies of all GSE pCard transactions are complete and maintained in the I:Drive.

·  Ensures compliance with all PSU pCard policies and procedures

Business Manager (Accountant)

·  Serves as back-up to Card Custodian

·  Distributes expense for posted transactions using Banner pCard Module

·  Downloads monthly statements from US Bank website

·  Reconciles monthly statements and purchase confirmations

·  Collects Card Custodian and Budget Authority signatures on monthly statements and forwards copy to Finance and Accounting Services Team (FAST)

·  Ensures compliance with all PSU pCard policies and procedures

Budget Authority (Budget and Personnel Manager)

·  Reviews and approves monthly pCard activity

·  Ensures compliance with all PSU pCard policies and procedures

Document Flow

1.  Designated User initiates allowable purchase with vendor

2.  Card Custodian maintains on-going electronic records of pCard purchases for Business Manager’s review.

3.  Business Manager distributes expense using Banner pCard Module

4.  Business Manager downloads monthly statement from US Bank website

5.  Business Manager collects Card Custodian and Budget Authority signatures

6.  Business Manager forwards copy of signed statement to FAST, cc Card Custodian

Rev. 10/20/14