Purchasing Card

Access
Document	Description	Reconciler/ Approver	Cardholder
Purchasing Card Website	Information for prospective cardholders about obtaining a card		X
Approver Security Access	Describes how to obtain security access for approver functions	X

Document

Description

Reconciler/

Approver

Cardholder

PCard Policy and Procedure Training

This training/refresher program offered via ZOOM is recommended for new approvers
and is a good refresher for seasoned approvers and Finance Officer.

Upcoming sessions:

September 1, 2022; 1:30 - 3:00

November 3, 2022; 8:30 - 10:00

February 2, 2023; 1:30 - 3:00

April 6, 2023; 8:30 - 10:00

Registration: Link

Forms
Document	Description	Reconciler/ Approver	Cardholder
Dispute Form	Completed by individuals who suspect unauthorized charges; must be filed with PNC Bank within 60 days from date of purchase.	X	X
Portrait Form	Purchasing Card Support Form	X	X
Substantiation Form for Lost or Unobtainable Receipts	Used if a cardholder lost or cannot obtain the receipt; requires the appropriate approvals before the transaction can be reconciled	X	X
Purchasing Card Limit Increase Request Form	Used if a cardholder's limits need to be permantley increased beyond policy maximum or when requesting a new Travel Arranger card. For instructions on how to complete an electronic signature, please see this tutorial.	X

Reference
Document	Description	Reconciler/ Approver	Cardholder
Acceptable Receipts	Describes receipts require, steps to take to obtain receipts, how to handle credits and duplicate transactions, and lost receipts	X	X
Shop OnLion	Online system for purchasing - makes process of purchasing much easier, no receipts, receiving reports or Pcard support form required		X
Group Meal Information & Form	Documentation for group meal form and information	X	X
Purchasing Card Policy	Provides regulations to be observed in using the Purchasing Card	X	X
Purchasing Card Procedure	Provides procedures for management of the use of the Purchasing Card (PC2009)	X	X
Purchasing Site FAQ’s	Includes answers to questions regarding access, use of card, and lost or stolen cards	X	X
Year-End Processing General Rules	Reviews the procedures for year-end processing of Purchasing Card transactions	X	X

Contacts
Document	Description	Reconciler/ Approver	Cardholder
Purchasing Card Contacts	Purchasing Card Coordinators and PNC Bank	X	X
Purchasing Card Reconciler Listserv	Instructions on how to subscribe to the Purchasing Card Reconciler listserv	X