Account Director Procedures

1. Account Directors will determine the necessity and purpose of each card. They will also identify the employees as candidates for a purchasing card by requesting a Purchasing Card "Cardholder Implementation Form" from the Program Administrator. The form is to be submitted to the Program Administrator.

2. The Account Director will establish card limits based on budget authority.

2.1 Maximum transaction limit:
$1,000.00 or less as determined by the Account Director. (Exceptions to this limit must be requested by the Account Director and approved by the Program Administrator.)

2.2 Transaction and Monthly Spending limits will be determined by the Program Administrator in consultation with the Account Director.

3. Account Director Auditing

3.1 The Account Director will be given on-line access to the PNC Bank Internet Service Center, which will include all purchasing card transactions made by their employees during the billing cycle. The Account Director should ensure that each cardholder reviews and verifies the accuracy of charges contained on the PNC web-site. The Account Director should approve each statement indicating that the charges were appropriate for each cardholder.

3.2 The Account Director should review the PNC web-site statements for large and unusual charges. The Account Director should be familiar with the vendors listed on the report. It is the Account Director’s responsibility to ensure that items below have been performed.

1. Ensure the cardholders initiated and approved the transactions.
2. Ensure the merchandise was received or the service was performed.
3. Ensure the charge was recorded to the proper general ledger account.
4. Ensure that all receipts and/or receiving documents are being retained by the cardholder.
5. If credits were due, make sure they were received.

3.3 Ensure that cards issued under your authority are properly utilized.

3.4 The Program Administrator must be notified IMMEDIATELY if there are any discrepancies, or if there are any changes in employee status (employee leaving the College, employee changing departments, etc.)

4. Purchasing Card Security

4.1 ANY changes involving the cardholder's status (i.e. termination, transfers to other department, limit changes, etc.) must be communicated immediately to the Program Administrator.

4.2 After examining the monthly memo statement, if the Account Director discovers any kind of discrepancy or misuse relating to the purchasing card, the Account Director must contact the Program Administrator immediately.