Purchasing Card (Pcard)

Getting a Purchasing Card, commonly referred to as a Pcard, at Elizabethtown College involves approval, training and other important measures. Here, we discuss the process.

GETTING A PCARD

APPROVALS

Directors/Managers can approve personnel within their areas to be cardholders. Anyone requesting a Purchasing Card will need to contact the Program Administrator to request and complete a Purchasing Card Enrollment Form.

REQUIREMENTS

New cardholders are required to attend card training conducted by the Program Administrator. All cardholders or individuals responsible for card transactions will need to attend training prior to card issuance.

TRAINING

After training, the cardholder will complete and sign an Employee Card Usage Agreement indicating they understand the procedures and responsibilities associated with the Purchasing Card.

The Program Administrator will maintain all records of requests, limits, etc. The Program Administrator has the authority, with the approval of the account manager, to increase/decrease card limits when appropriate.

RESPONSIBILITIES

CARDHOLDER

• Security of the card; it is the cardholders' responsibility to safeguard the PCard and card number. If a PCard is lost or stolen, the cardholder must Notify PNC Bank immediately and Tiffany Wells @ wellst@etown.edu or x1575 as soon as possible.

• Online allocation

• Receipt & Documentation Retention

• Reconciliation and submission of all statements; the cardholder is responsible for transactions identified on their statement. The cardholder must be able to produce receipts and/or proof of the transaction. The cardholder will be held personally liable for unauthorized expenditures.

PROGRAM ADMINISTRATOR

• Issuance of New Cards.

• Card Renewals and Cancellations.

• Cardholder Maintenance.

• Card Audits.

 CARD SECURITY

The individual's name on the card bears the responsibility for purchases recorded on the card.

• The card should be in a locked and secure area when not in use.

• Do not allow unauthorized users to use your PCard.

• Always sign the back of the card.

• Retain receipts from the vendor.

• Remember to get the card back from the vendor.

• Be sure you can see your card at all times when it is being used for a transaction.

• Purchase from secure online resources. The website should be secure, indicated by https://.

REVIEW PCARD TRANSACTIONS ONLINE IN ACTIVEPAY

Review your PCard transactions in ActivePay weekly. This will keep you updated on the current and most-recent transactions. You can see unidentifiable and/or fraudulent transactions as they post.

EXTENDED LEAVE

If the cardholder will be off-campus during the summer months or for an extended period of time, notify the Administrator of the absence. The card should be turned into the Administrator.

TRAVELING OUT OF THE COUNTRY

Transactions that occur outside the country carry a high risk of decline. One week prior to your travel, notify the Administrator of your travel plans. The bank will be contacted and the likelihood of decline will be greatly decreased

LOST/STOLEN CARDS

• You must notify PNC Bank IMMEDIATELY AT 1-800-685-4039. PNC Bank is available 24 hours a day, 7 days a week.

• Contact Tiffany Wells @ wellst@etown.edu or extension 1575 the next business day.

• PNC Bank will send a new card to the Program Administrator within 3-5 business days.

 DATES & DEADLINES

CYCLE DATES

The PCard cycle begins on the 28th and ends on the 27th of the month unless either date falls on a weekend or a Holiday.

ALLOCATION DATES

Transactions must be allocated in ActivePay by the 10th of the month.

* First & Second reminders will be sent regarding allocation deadlines. If transactions are not allocated by the dates specified, they will be charged to the default account number. These transactions can not be reallocated once transactions have been exported in ActivePay.

STATEMENT DATES

Memo statements, department approvals, and receipts must be in the Purchasing Department by the 14th of the month.

• Statements not turned in can result in temporary card suspension until the proper paperwork is received.

• Incomplete Statements will be returned to the cardholder.

 Example:

 • March 27th, Cycle ends.

• Allocation due April 10th.

• Statement and receipts due April 14th.

PURCHASE ORDERS

Purchase orders are required for transactions over $1,000. Please follow the Helpful Hints for Purchasing guidelines regarding PO's and department approvals.

A purchase order should not be created for items or services purchased with the PCard under $1,000.

TRANSACTIONS

IN PERSON

You will be present for the transaction and will be able to receive and sign for the merchandise in one step. It is important that you keep all information pertaining to the transaction including the signed sales receipt.

1. Advise the company that the purchase will be tax exempt.

2. Obtain a sales receipt.

3. Record the purchase online.

4. Secure the signed receipt plus detailed receipt for all purchases.

You will be requested to sign a sales draft. The vendor will match your signature to the signature on the back of your PNC Bank Purchasing Card. Please retain the sales draft and any documentation the vendor provides with your purchase.

TELEPHONE OR ONLINE

You will not be present for the transaction and will need to provide more information for the vendor. Make sure you have your card available for these purchases. The vendor will need you to provide your name, your account number, the address on your account, and the expiration date. The vendor may also ask for the three-digit number on the back of your card in the signature panel.

1. Advise the company that the purchase will be tax exempt.

2. Obtain a confirmation/order number or a person's name for verification of purchase.

3. If possible, request a receipt of confirmation via fax or email from the supplier.

It is important for the vendor to provide a sales draft and verification that the item was paid for by the PCard. Please remind the vendor to include a sales draft with your purchase.

RECEIPT RETENTION

Backup documentation is required for all PCard transactions.

All Travel and Entertainment “type” expenses must be clearly identifiable and include Who, What, and Why. Incomplete information will be sent back to the cardholder.

ALLOCATIONS

ONLINE RECONCILEMENT – ACTIVEPAY WEBSITE - https://www.pncactivepay.com/

• A username, password and organization ID is required to access the ActivePay website.

• Transactions must be allocated on-line by the 10th of the month. Transactions not allocated by the due date, are at risk for temporary card suspension.

 BILLING DISPUTES

If you do not recognize a transaction or a group of transactions, you should begin the dispute process immediately. If you have a group of unauthorized transactions, contact Tiffany Wells immediately to begin the dispute process. Your card number may have been compromised and your account may need to be closed. You may be asked to supply copies of all the documentation pertaining to the unauthorized transactions.

It is the cardholders’ responsibility to ensure proper credits are received and to make follow up calls if necessary. If you are unable resolve the issue with the vendor, contact Tiffany Wells.

GUIDES & FROMS

View guides, manuals, polices and access forms here.

MAINTENANCE

To change card account information including the following, you will need to contact Tiffany Wells @ wellst@etown.edu or extension 1575. All of the items listed below are preset on the card at time of issuance. If no requests are made, the limits set will remain the same until notified or card cancellation occurs.