The Citadel / Procurement / Purchasing / Purchasing Card Program / Departmental Liaison Resposibilities

The following are several key areas that require ongoing Cardholder support. A Cardholder must:

Ensure the Purchasing Card is used only for legitimate business purposes. Misuse of the card will subject Cardholder to disciplinary action in accordance with College Policies and Procedures relating to disciplinary action and termination for cause.
Adhere to the purchase limits and restrictions of the Purchasing Card and ensure that the total transaction amount of any single transaction does not exceed $1,500. Furthermore, the Cardholder must ensure that all purchases are within all other spending and vendor guidelines established by the College.
Ensure that the Purchasing Card is only used by the approved Cardholder. Use by anyone other than the approved Cardholder is strictly prohibited. The Purchasing Card is not transferable between Cardholders.
Obtain all sales slips, register receipts, and/or Purchasing Card slips and provide to Departmental Liaison for reconciliation, approval and allocation of transactions. A Cardholder must also notify the Departmental Liaison if the default account number should be changed on an individual transaction.
Note on the receipt the reason for the purchase. For example , office supplies, meeting registration, for Professor _____; clock for classroom.
A cardholder must also notify the Department Liaison if the default account number should be changed on an individual transaction. Note on the invoice or receipt the account number and object code if the item should be changed to something other than the default account number and object code.
If the purchase related to a meeting registration, note ont he recipt the employee's Social Security number and Travel Authorization number. All expenditures for regististration should use the correct registration object code.
Turn all invoices into the Department Liaison by the 1st day of the each month.
Under no circumstances should a Cardholder accept cash in lieu of a credit to the Purchasing Card account.
Call Bank of America at 1-800-538-8788 immediately (24 hours a day, 365 days a year) to report a Purchasing Card lost or stolen. A Cardholder must also notify the College Purchasing Card Coordinator about a lost or stolen Purchasing Card at the first opportunity during business hours.
Return Purchasing Card to Departmental Liaison upon terminating employment with the College or transferring Departments within the College.

Each Department Head must designate one or more Departmental Liaisons for his/her department. The Department Head will assign a Departmental Liaison for each Purchasing Card application approved for his/her employees. A Departmental Liaison may also be liaison for his/her own card. The Departmental Liaison must receive training on the use of the Purchasing Card before any individuals in the department may receive a Purchasing Card. Responsibilities include:

Collecting vendor receipts and purchasing card receipts from Cardholders and reconciling to Bank of America billing statements. Organize the receipts in the same order as they are listed on the Purchasing Card statement and attach them to the statement.
Ensure there are invoices or receipts for all charges. If not, ask the cardholder to obtain missing receipts. Retain all charge slips and receipts for audit by internal and external auditors.
Ensure that explanation for charges, account numbers, and travel inforamtion are written on receipts as necessary.
Approving and/or updating default account numbers on the Purchasing Card System of individual cardholder accounts in advance of the monthly default cutoff date for approval established by the College Purchasing Card Coordinator.
Identifying transactions that require the submission of "use tax" to the SC Department of Revenue. Determine if sales tax indicators need to be changed to "NO" on PCS because an item was purchased from an out-of-state vendor and no SC sales tax was charged.
Complete and sign monthly purchasing card certification sheet and retain with monthly statements of all transactions.Obtain signature of cardholder and department head.
Receipts, invoices, and purchasing card statement should be retained for a period of three years. Please note requirement changes to 7 years, if purchases relate to federal grants.
It is recommended to maintain montly folders by fiscal year ( July - June.) The folder should contain the monthly statements with all receipts and invoices attache das back up.
Attempting to resolve any disputes with vendor and/or Bank of America not resolved by Cardholder. Notifying College Purchasing Card Coordinator in 3 to 5 days of any unresolved disputes, noting the reason for dispute.
Requesting the College Purchasing Card Coordinator to change default account for individual cards as needed and approved by Department Head.
Alerting the Pruchasing Card Coordinator ( John Walker /Jalorie Robinson), Financial Services, or the Internal Auditor is you suspect a deparmental purhcasing card is being used inapproproately.
Notifying College Purchasing Card Coordinator of lost or stolen cards.
Requesting College Purchasing Card Coordinator to cancel a Cardholder's card e.g.(terminated employees, transferring departments, loss of purchasing card privileges) as approved by Department Head.
Collecting canceled cards from Cardholders and forwarding to College Purchasing Card Coordinator.