GUIDELINES FOR DEANS, DEPARTMENT HEADS, AND DIRECTORS

Deans, Department Heads, Directors or designees will:

• Recommend potential cardholders, verifiers/approvers, and appropriate backups  

• Ensure that employees who will be issued a PCard or have been delegated responsibilities within the PCard program complete the required PCard training and have duties or responsibilities commensurate with the established PCard program requirements   

• Ensure that verifiers/approvers are not assigned to cardholders who are related to them  

• Complete and sign the PCard Application for their employees in good standing which they approve to have a PCard   

• Complete and sign the Verifier/Approver Profile Information Form for their employees in good standing which they approve to have a PCard or to verify and/or approve charges  - please see the Bridges Instruction Guide – “Who Should Be the Approver”

• Select the minimum PCard limits which are adequate for the cardholder’s needs. Submit a justification when requesting limits which exceed $2,000 per transaction or $25,000 per month   

• Ensure that the PCard Team is notified when an employee is terminating their employment.  All receipts and the PCard should be collected and the card destroyed. If a card is no longer needed notify the PCard Team to cancel the card

• Ensure that cardholders whose card is being transfer to another department are told to stop using the PCard immediately, and that all outstanding PCard transactions are processed prior to transfer to the new department

• Notify the PCard Team of changes in either a cardholder’s or verifier/approver’s status