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

 

Training

Document

Description

Reconciler/

Approver

Cardholder

Purchasing Cardholder Training and Quiz

Required training for prospective cardholders

 

X

Approver 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:

April 22, 2021 1:30 - 3:00

May 18, 2021 1:30 - 3:00

June 9, 2021 9:00 - 10:30

September 9, 2021 9:00 - 10:30

November 9, 2021 1:30 - 3:00

Registration: https://psu.csod.com/samldefault.aspx?returnurl=%252fDeepLink%252fProcessRedirect.aspx%253fmodule%253dlodetails%2526lo%253d8daba682-edda-4236-b31c-a9e08fcd9ea1

 

X

 

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