How the P-Card Works

How the P-Card works:

  • Each department has a person(s) who is responsible for the coordination and administration of the local P-Card program.  In most cases  this is the department head or budget manager.
  • Purchasing Card Administrators can delegate this authority to designated individual, who will act as reviewers with the local unit or cost center.  [A reviewer or budget analyst is responsible for the coordination and administration of a designated group of P-Card holder within their unit.] A reviewer must make sure that all transactions for which they are responsible are reviewed in the "Works" settlement system, prior to being swept to the Colleague General Ledger System.  Reviewers must also maintain P-Card receipts for these transactions, preferable on the Transaction Log.  All receipts must be kept on file by the department in accordance with Sacred Heart university's policy.
  • The P-Card Administrator an employee of Finance and Administration, is responsible for the coordination and administration of the Sacred Heart University Purchasing Card Program.

Whether a purchase is made in person or via telephone, Internet, fax, or mail, the Cardholder must obtain a sales receipt or a Purchasing Card sales slip (the same document you receive when you use your own credit card) from the merchant. Cardholders must forward all supporting documentation, (including credits to the Purchasing Card) to the Purchasing Card Administrator or Reviewer who has been assigned responsibility for document retention. Original receipts (or Missing Receipt Affidavits) must be kept on file for all transactions. These receipts will assist in the verification of the online transaction history. They are also required to be filed for auditing purposes.

Original documentation must support the legitimate business purpose of all transactions made with the Purchasing Card. Documentation must include the name of the supplier, location, date and dollar amount. The following are examples of supporting documentation:

  • detailed cash or sales receipts
  • packing slips with a dollar amount
  • subscription or dues forms
  • conference registration forms
  • statement of work reports from suppliers
  • photocopies of software mail-order forms

SPECIAL SITUATIONS:

Business-related meals and entertainment, and taxis (always local taxis with P-Card) require a statement of business purpose. The Business Purpose field should contain the following information: who incurred the expense (the name of the group or a list of attendees); what the expense entailed; where the expense was incurred; when the expense was incurred; and why this is a SHU expense.