Cardholder Responsibilities

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  2. Administrative Services
  3. Accounts Payable
  4. Purchasing Card Program
  5. Cardholder Responsibilities

Holy Family University Cardholder Responsibilities

The card is a privilege granted to you by the University and it is expected that you will use it responsibly. The University will seek restitution for any inappropriate charges made to the card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or termination of employment and/or possible criminal charges.

The Pcard holder is an authorized purchaser for the University with specific responsibilities for expending University funds as follows:

Obtain Best Value

  • Cardholder must utilize lowest price based on requirements, quality, and availability to obtain the maximum value of each dollar expended
  • Always present the vendor with Holy Family’s PA Sales Tax Exemption number, which is printed on the front of the pcard. The certificate is accessible here.
  • Pcard is not to be used as form of payment if there is a credit card processing fee greater than 2%. 

Protection of Card

  • Cardholder must protect the security if the P card and P card number
  • Sharing of the card is NOT permitted
  • Cardholder must notify the Controller immediately if the card is lost or stolen.
  • Cardholder must not make any purchases from friends or relatives where cardholder has a financial interest or accept gifts or gratuities offered to influence you regarding Pcard purchases.

Pcard Holder Monthly Responsibility

  • Log into the PNC website
  • Review transactions and ensure they have been coded appropriately
  • Reconcile all original receipts and or packing slips with online information
  • Approve transactions and submit to Pcard manager for approval prior to the 1st of each month

Pcard Manager Monthly Responsibility

  • Log into the PNC website
  • Reconcile department wide transactions against receipts
  • Ensure receipts are uploaded for all transactions
  • Ensure purchases are within program guidelines
  • Investigate unusual items or spending patterns immediately
  • Review transaction coding, re-classify or split if necessary
  • Dispute transactions if necessary

Other Protocols

  • A general courtesy reminder for reconciliations will be sent to all cardholders each period.
  • If a cardholder does not reconcile their transactions by the specified due date in the monthly reminder email, the cardholder will receive a past due notice, in which case the cardholder will be given until the end of the next business day to complete their reconciliation.
    • If a second past due notice is necessary, the cardholder’s manager will be copied on the email.
  • The Pcard administrator will document all non-compliance. After three consecutive months of non-compliance, the cardholder’s Pcard privileges will be revoked, the card will be cancelled, and the account will be closed.
    • If these steps are taken, the employee must return their Pcard to Accounts Payable.