ROLLINS COLLEGE PROCUREMENT CARD PROGRAM

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PROCUREMENT CARD PROGRAM OVERVIEW 
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• The program is designed to replace a variety of
  purchasing options such as
• small-dollar purchase orders
• direct payment vouchers
• expense reimbursements
• departmental cash advances
• petty cash reimbursements

3
May NOT be used for

• The Procurement Card Program is
• NOT intended to

• Avoid or bypass appropriate procurement or
  payment procedures
• Exceed Departmental Budget

• personal use
• Capital expenditures (without prior
  authorization)
• Cash advances
• Travelers Checks

4

• KEY ROLES/POSITONS
• CARDHOLDER
• DEPARTMENTAL LIAISON
• PROCUREMENT CARD COORDINATOR (PCC) Tawanda
  Bryant
• PROCUREMENT CARD ADMINISTRATOR (PCA) Tammy
  Marshall

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CARDHOLDER RESPONSILITIES

• Cardholder Application/Agreement (Appendix 2)
• Business purchases only
• Assure sales tax exemption
• Purchase within the departmental budget
• Code purchase transactions (accounting
  allocation) within 5 days of purchase
• Reconcile receipts to SunTrust Cardholder
  statement and provide it to Departmental Liaison
  as detailed in Appendix 3

6
DEPARTMENTAL LIAISON RESPONSIBILITIES 

• Review and approve monthly reconciliation package
  from cardholder and forward to PCC by the 28th of
  the month
• Verify accuracy of GL coding
• Make any corrections BEFORE the PCC makes the
  sweep (download) on the last day of the
  month---otherwise adjustments must be made in
  form of a journal voucher
• Obtain approval of reconciliation packages by
  Department Supervisor forward packages to PCC

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DEPARTMENTAL LIAISON RESPONSIBILITIES (cont)

• Attempt to resolve disputed charges not addressed
  by cardholder
• Notify PCC in 3 to 5 days of any unresolved
  disputes
• Request PCA to cancel a Cardholders card on
  termination
• Collect canceled cards from Cardholders and
  forward to the PCA

8

• Procurement Card Coordinator (PCC) shall
• Receive reconciliation packages from Departmental
  Liaison
• Download departmental charges to Banner
• Reconcile downloaded expenses to individual
  monthly reconciliation packages
• Conduct periodic audits of card usage and charges

9

• Procurement Card Administrator (PCA) shall
• Activate/deactivate p-cards
• Perform all p-card program administrative
  maintenance.
• Provide training and support to cardholders and
  Department Liaisons for the Works On-Line System
• Reconcile general ledger to the SunTrust Bank
  billing

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Welcome Message (Fig 1)
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Home Page (Fig 2)
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Home Page (Fig 3)
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View transaction detail (Fig 4)
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GL Coding (Fig 5)
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GL Assistant (Fig 6)
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GL Coding (Fig 7)
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Error Message (Fig 8)
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Coded Transaction (Fig 9)
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Monthly reconciliation report (Fig 10)
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Monthly reconciliation report (Fig 11)