Procurement Card Program
This program was established to allow rapid
purchases of repetitive or low dollar goods
and services while simultaneously reducing
paperwork and handling costs associated
with these types of purchasing processes.

The Fayetteville State University Procurement Card is a Visa
Credit Card issued through Bank of America. The Visa card
allows employees to purchase goods and services under the
delegated limit directly from vendors.

The card is issued in the university and cardholder’s name. The
cardholder is responsible for the security of the card and the
transactions.
 Activating the card requires a 4 digit PIN which is the last 4
digits of your Banner ID#. You may activate your card by
calling the customer service number located on the back of
your card.
 Your Banner ID# last four will be the security code Bank of
America will ask for if you need information on your card.

Cardholder makes purchase(s)

Cardholder review charges and forwards to Reconciler the
original receipts and a signed bank statement.

Reconciler review charges, assigns appropriate fund and account
numbers

Department head review charges for accuracy and approves

Reconciler forward Transaction Log, bank statement and original
receipts to the Procurement Card Administrator

The Budget Manager/Reconciler is the person who has been delegated all
the functions associated with post-purchase processing in the card
management system including account allocation and providing a business
purpose when needed. A Reconciler CANNOT make purchases using the
card belonging to the Cardholder for whom they reconcile. The Cardholder
is responsible for all actions taken by the Reconciler on his or her behalf.

Every Department Head and/or Vice Chancellor should designate one or
more Department Budget Managers/Reconcilers for his or her department.
The Department Budget Manager/Reconciler must receive training before
any employees in the department may receive a Purchasing Card

The Reconciler is responsible for reconciling all transactions. A transaction
should not be reconciled unless approved with proper signatures and
accompanied by a detailed transaction receipts attached before filing All
small receipts should be attached to an 8 ½ X 11 sheet of paper.

Procurement card purchases may not exceed
$2,500.00/single transaction. Daily and monthly purchase
limits are based on issuance per person. Daily and monthly
number of transactions are unlimited.

Caution: Do not “split” a transaction. A purchase,
exceeding your $2,500.00 single transaction limit, can
not be separated into two or more transactions to avoid
the P-Card limit. Splitting a transaction will result in the
suspension or cancellation of your P-Card.

Note: You can only spend the amount of money you
have in your budget. Example: If you have $6,000 in
your budget you can only spend $6,000, not $10,000.

Reconciler/Approver
• Manages the P-Card Program within a department.
Reconciler/Approver review charges and sign and approve
transaction log.
• Oversee appropriate use of P-Card
• Designate fund and account numbers
• Proof transaction log to ensure purchases were justifiable and
receipts acceptable and match transactions
• Approve charges made to the P-Card
Note: It is prohibited to use the P-Card for the purposes of
Entertainment, Travel, Alcohol, or any electronic or items
associated with electronics, (i.e. software, data, etc.)

It is the responsibility of the cardholder and his / her
designated reconciler to ensure that their monthly
purchasing card transaction log is submitted in a timely
manner to the Business Office.

The billing cycle for the procurement cards end on the
5th of each month and the transaction logs are due to
the procurement card coordinator on or before the 5th of
the following month. If any voucher packet has not been
submitted by the due date or incomplete by the due
date, the card will be immediately suspended and the
cardholder, reconciler, and department head will be
notified of the suspension.


Continued
Reviewing vendor receipts for inappropriate purchases or uses of the
Purchasing Card and to ensure that tax has not been charged. (Note not all
vendors are Tax Exempt)

Reconciling all Cardholder receipts to Bank of America Cardholder transactions
appearing on the monthly statement.

Ensuring that all proper and completed documentation is attached to the
Cardholder’s reconciled P-Card statement and transaction approval report in the
proper order. This includes an itemized receipt for each transaction and
business purpose statements necessary to explain expenses that are not easily
understood by an independent reviewer or outside auditor. Any non- compliant
issues should be addressed with the Cardholder and the Cardholder’s
Approving Official and corrected prior to submitting to Purchasing Card
Services.

Having the Bank of America Statement signed each month by the Cardholder
and Approving Official AFTER reviewing all reconciled transactions indicating
that all purchases are appropriate and all required documentation is attached.
Continued
 Attempting to resolve any disputes with the vendor and/or Bank of America
not resolved by the Cardholder.
 Notifying the Purchasing Card Coordinator of the lost or stolen P-Cards
 Requesting the purchasing Card Coordinator to cancel a Cardholder’s PCard (e.g. terminated employees, employees transferring to other
departments, and loss of Purchasing Card privileges) as approved by the
Department Head.
 Assisting Cardholders with erroneous declines and emergency
transactions.
Change in Reconciler
 Changes in the Reconciler will require written Authorization from the
Approving Official or the Budget Manger. Backup Reconcilers must also be
designated in writing by the Approving Official or Budget Manager.

QUESTIONS