University System of New Hampshire
Financial and Administrative Procedures

ROLE AND RESPONSIBILITIES
Procedure 9-102
Issued By: Campus Purchasing Departments
Issued Date: 04/15/97

This Purchasing Card program is intended to streamline your small dollar purchases and empower the end-user. Your full cooperation is necessary to make this program a success.

The cardholder acts as an agent of the University System and its member institutions for activity specifically related to this Purchasing Card. They have agreed to adhere to all system and institutional policies and procedures and to use the Purchasing Card in compliance with the information set forth in their Cardholder’s Guide. As manager, you are required to assist them in this function.

The card is the property of the department, institution and USNH. Upon transfer to another department, termination/separation or request, the cardholder must surrender their card to you.

Consequences of misuse may include the possible loss of your card and/or reimbursement of unauthorized purchases.

Fraudulent use of the card may result in disciplinary action up to and including termination of employment.

The cardholder is responsible for:

• attending cardholder training session (Procedure 9-105, Obtaining a Purchasing Card)
  
  
• activating the card with the bank (Procedure 9-105, Obtaining a Purchasing Card)
  
  
• protecting the card
  
  
• reporting a lost or stolen card immediately (Procedure 9-112, Lost or Stolen Cards)
  
  
• compliance with“ What can we use the card for” (Allowable purchases, limits, etc.) (Procedure 9-104, What can the card be used for)
  
  
• providing documentation to your account manager (Procedure 9-110, Documentation and Record Retention)
  
  
• reviewing transactions on your monthly statement
  
  
• assisting in resolution of problems (Procedure 9-111, Disputed Purchases)
  
  
• staying within your limits (Procedure 9-108, How to Make a Purchase and Glossary)
  
  
• turning in your card to your account manager upon transfer or termination/separation
  
  
• asking questions and provide feedback on the program (Comment/Suggestion Form)
  

The manager is responsible for:

• establishing and monitoring (along with the department head) card eligibility and the authorized limits (Procedure 9-105, Obtaining a Purchasing Card
  
  
• attending cardholder and manager training sessions (Procedure 9-105, Obtaining a Purchasing Card
  
  
• knowing all of the cardholder's responsibilities
  
  
• making sure the cardholder is in compliance with the authorized uses of the card (Procedure 9-104, What can the card be used for? and Procedure 9-105, Obtaining a Purchasing Card)
  
  
• communicating all changes in cardholder account information to the Campus Card Administrator (Procedure 9-111, Disputed Purchases and Procedure 9-112, Lost or Stolen Cards)
  
  
• reviewing all purchases at least weekly (Procedure 9-104, What can the card be used for?)
  
  
• resolving all funding issues in a timely manner (Procedure 9-108, How to Make a Purchase)
  
  
• distributing/correcting charges as required (Procedure 9-109, Corrections)
  
  
• reconciling all accounts under your responsibility on a monthly basis (Procedure 9-110, Documentation and Record Retention)
  
  
• maintaining documentation on all purchases (Procedure 9-110, Documentation and Record Retention)
  
  
• working with the Campus Card Administrator to resolve problems and improve the process
  
  
• communicating all changes in policy and/or procedures to your cardholders
  
  
• communicating all questionable activity to department head and/or Campus Card Administrator
  
  
• complying with all audit requests of documentation in a timely manner (Procedure 9-110, Documentation and Record Retention)
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