P-Card Program Guidelines and Procedures
Overview of P-Card Program
P-Card Administrator
Department of Finance administers the program with Bank
of America as the service provider.
Responsibilities include reviewing and implementing
improvements, setting appropriate purchase limits,
maintaining cardholder accounts, activating accounts,
issuing and terminating cards, resolving account issues,
providing training, reviewing allocations, and generating
reports for management.
Can cancel or restrict P-Card usage in case of misuse.
Ensures cardholder limits reflect actual spending needs.
Activates accounts for cardholders, billing officials, and
approvers using the online bank system.
Participating Dept/Division
Each department is responsible for the proper use of P-
Cards.
Assigns personnel including cardholders, billing officials,
and approvers.
Monitors budgets to ensure adequate funds for P-Card
expenditures.
, Identifies cases of P-Card abuse and takes corrective
action.
Defines uses for P-Card and ensures purchases are
justifiable based on established limits.
Cardholder Responsibilities
Individual to whom the P-Card is issued, with their name
embossed on the card.
Must attend mandatory training, make purchases within
authorized limits, and secure the card details to prevent
unauthorized charges.
Responsible for promptly reporting lost or stolen cards,
obtaining proper authorization before purchases, and
maintaining documentation of all transactions.
Must reconcile purchases in a timely manner and allocate
transactions after the billing cycle.
Disputes and allocates discrepancies within 60 days,
following bank guidelines.
Billing Official Duties
Manages billing, reconciles and signs off on cardholder
transactions.
Verifies charges, accounting details, and item specifics.
Monitors allocation of cardholder charges for timely sign-
off and resolves issues identified by cardholders.
Overview of P-Card Program
P-Card Administrator
Department of Finance administers the program with Bank
of America as the service provider.
Responsibilities include reviewing and implementing
improvements, setting appropriate purchase limits,
maintaining cardholder accounts, activating accounts,
issuing and terminating cards, resolving account issues,
providing training, reviewing allocations, and generating
reports for management.
Can cancel or restrict P-Card usage in case of misuse.
Ensures cardholder limits reflect actual spending needs.
Activates accounts for cardholders, billing officials, and
approvers using the online bank system.
Participating Dept/Division
Each department is responsible for the proper use of P-
Cards.
Assigns personnel including cardholders, billing officials,
and approvers.
Monitors budgets to ensure adequate funds for P-Card
expenditures.
, Identifies cases of P-Card abuse and takes corrective
action.
Defines uses for P-Card and ensures purchases are
justifiable based on established limits.
Cardholder Responsibilities
Individual to whom the P-Card is issued, with their name
embossed on the card.
Must attend mandatory training, make purchases within
authorized limits, and secure the card details to prevent
unauthorized charges.
Responsible for promptly reporting lost or stolen cards,
obtaining proper authorization before purchases, and
maintaining documentation of all transactions.
Must reconcile purchases in a timely manner and allocate
transactions after the billing cycle.
Disputes and allocates discrepancies within 60 days,
following bank guidelines.
Billing Official Duties
Manages billing, reconciles and signs off on cardholder
transactions.
Verifies charges, accounting details, and item specifics.
Monitors allocation of cardholder charges for timely sign-
off and resolves issues identified by cardholders.
