ProCard Program Overview June 2017 Who Can Be an Approving - PowerPoint PPT Presentation

ProCard Program Overview June 2017

Who Can Be an Approving Official? • AllCardholders must have a designatedApproving Official. • TheApprovingOfficial: • Is the individual who supervises theCardholder or has been delegated the authority to certify that the purchases made by the Cardholder are appropriate. • May not be theCardholder or a subordinate or peer of theCardholder. • Must have fiscal authority for the default chartfield string of the Cardholder.

Card Issuance The electronic ProCard Agreement form must be signed by the Cardholder and Approving Official to initiate a new card. By signing the ProCard Agreement, Cardholder and Approving Official verify that they have read, understand and accept their responsibilities as outlined in this manual.

Reconciliation Packages • An email is sent to all ProCard holders and signing authorities to indicate that the reconciliation period is open. Reconciliation of charges is done in PeopleSoft by 4 pm on the 5 th of the • month. • The entire reconciliation package with all necessary backup must be submitted by the 10th of the month for the previous month’s transactions for audit using the online form located on the ProCard webpage at: http://www.csusm.edu/procurement/procurementservices/ebusinesspr ocard/procard_submittals.html. • All Signing officials must review and sign this package before submittal.

Approving Official’s Responsibilities Signatures of the Signing Authority on the statement signify: All purchases have been reviewed and reconciled; 1. All purchases are within the authorized budget of the account being 2. charged; All purchases are appropriate and in compliance with current 3. Procurement & Support Services Policies & Procedures; Disputed/fraudulent purchases have been resolved; 4. All purchases have been made on behalf of the department, support 5. department operations, have been received in the department, and have been put to use by department staff; and No personal purchases have been made or if personal purchases 6. were made in error, reimbursement has been made to the State account before submittal of the reconciliation package.

Important Reminders • Failure to submit by the 10 th of the month will result in a temporary suspension of the card until such time that the reconciliation package has been submitted. • In the absence of the Cardholder, the Approving Official is responsible for all cardholder responsibilities outlined in the Cardholder Responsibility Section of the ProCard Manual. • If the approving official has temporarily delegated authority to another due to absence who will fulfill this complete responsibility a copy of the delegation notification must be submitted with the reconciliation package. • It is the Cardholder and Approving Authority’s responsibility to retain all ProCard documentation for the entire record retention period of five (5) years.