Getting Started

The department must complete the following steps to participate in the Procurement Card Program:

  1. Designate a Departmental Card Administrator to act as a liaison for the department by dealing with the cardholders, vendors or merchants, the Office of Procurement and Contracts, Visa and the Contractor (Bank). This individual will be responsible for all aspects of the procurement card program within the department, such as reconciling the monthly Banner voucher with cardholder statements, completing the monthly Banner voucher, adding cardholders, destroying cards of terminated employees, deleting terminated employees from the program, and filing and retaining cardholder statements and all supporting documentation for future audits. The Departmental Card Administrator will have access to cardholder account information and is responsible for the confidentiality of this information.

  2. Define documentation and process flows associated with Procurement Card transactions executed on behalf of the department. This should include sign out sheets for departmental cards, a log of orders made by phone, flow chart of the steps required to process monthly statements and archival of supporting documentation.

  3. Prepare a filing system to accommodate the following items:
    • Monthly statements
    • Supporting documentation
    • Copies of cardholder agreements
    • Copies of cardholder applications
    • et cetera
    These documents may be requested by auditors or other official persons and must be readily accessible.

  4. Attend a participant training program. At a minimum, the Departmental Card Administrator must attend the training so they will be able to train other employees and participants. These sessions provide an overview of the program, policies and procedures, use of the Banner Journal Voucher Form, etc. Please contact our office to schedule this training session.

  5. Complete the Cardholder Application form. Click here for additional instructions associated with completing the form.

  6. The card holder and the department head must both read and sign the Cardholder Agreement form.

  7. Forward the Cardholder Agreement and the Cardholder Application to our office.