1. The approver will determine the necessityof each card requested.
2. The approver in consultation with the P-Card Administrator will
establish credit limitsbased
on budgetary authority.
The standard limits are a credit limit of $6,000 and a single
transaction limit of $3,000, however, they can be set at higher or lower
amounts as needed.
3.1. The approver will be given access to the online P-Card system
and is responsible for approving
all transactions allocated to the approver’s orgs. The approver should review
the following for accuracy and completeness:
was properly allocated to the correct org code, account code, and if
applicable, activity code
merchandise was received or the service was performed
that all charges are for authorized expenses of Messiah College according to
the Purchasing Policy, the Expenditure
Policy, and the Purchasing Product Matrix
receipts and/or receiving documents are scanned into the online system and that
the receipt and the narrative details contain the IRS required 5W’s. (Who,
What, Where, When, Why)
that all personal charges are properly reimbursed
3.2. The approver is required to immediately contact the P-Card Administrator
if there are any changes involving the cardholder’s status (i.e. termination,
transfer to another department, limit changes, etc.), or if there appears to be
any misuse or fraudulent use of the P-Card.
4.1. If fraud or misuse is suspected, immediately contact the
P-Card Administrator with the details so that they can contact the P-Card
Provider to report the incident.