Purchasing Card Program

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  3. Accounts Payable
  4. Purchasing Card Program

The Holy Family University Purchasing Card (PCard) program provides an efficient and effective method of purchasing and paying for goods with a value of less than $2,500 and will replace the purchase order, purchase requisition or payment authorization forms.

General Guidelines

The PCard program does not circumvent University policies and procedures. PCards will be issued to individuals with the approval of the Department Budget Officer and the Controller's office. An individual must sign the Cardholder Responsibility form in order to pick up their new PCard

Cardholders are accountable for the proper use of University funds. Although the card is issued in the name of the cardholder, it remains the property of the University and may be rescinded at any time. Use of the card is restricted to the types of purchases described in this guide.

How It Works

  • New PCard request must come from the budget officer – whether they submit the form themselves or they email approval for someone to submit the form
  • Cardholders can make an authorized business-related purchase by charging it on their PNC Bank PCard
  • Cardholder must upload the receipt along with any additional documentation
  • Each cardholder will be assigned the appropriate account charge number access to the group of necessary budget codes for their PCard purchases
  • Cardholder reviews PCard transactions online at least weekly – completed reconciliations are due the first week of the month, every month
  • Cardholder reconciles receipts with the online statement
  • If a cardholder has difficulties logging in, or questions relating to Visa Spend Clarity, the cardholder can reach out to accounting@holyfamily.edu for Pcard help
  • If there is a request for a new delegate, access to a new budget code, an increase in limit, etc, the department’s Budget Officer must email a detailed request with cardholder name and purpose of change requested to accounting@holyfamily.edu in order to ensure proper approval and documentation
  • The PCard manager for each department reviews and approves the cardholder transactions on line, verifying the general ledger account charge, the business purpose, and the supporting documentation
  • Cardholder must keep original receipts and supporting documentation, detail reports, etc., for audit purposes