Role of the Department P-Card Coordinator

The P-Card program at Boise State University delegates both authority and responsibility for small dollar purchases individual departments or business units. While it is the respective dean, chair, director or business manager, who has the overall responsibility for ensuring that cardholder expense serves a legitimate business purpose, the department designated P-card Coordinator is the person who monitors the daily operation of the pcard program in each department including preparing the monthly pcard allocation, maintaining department pcard accounts, as well as offering assurance that department expense complies with BSU policy.

In most areas, the Department P-card Coordinator serves as the online 'Approver'. The approver role is a function in Wells Fargo's online pcard allocation portal (CCER) serving as a check & balance in the pcard allocation process. What the approver does to complete the online approval process:

• Review cardholder statements ensuring Dept ID's, account codes, and business purpose is noted for each purchase. Please make sure that no account codes are left at 999999-
   
• Collect the printed statements, receipts, and entertainment expense forms from each cardholder. Department is required to maintain this documentation for a minimum of 5 years.
   
• Report any non-compliance issues to cardholder, manager and/or the pcard administrator using the 'Non-compliance Warning' form.
   
• Complete the approval process by pressing 'Approval Complete' button by required due date.
   
• Print Summary and obtain department signature authorizing pcard expense. (Either summary report or Statement Queue showing cardholder & total expense for the month. Signed Summary should remain on file with your department pcard records)-

Important distinction: Approver is approving the posting of the expense to a Dept ID/account code while the department head/business manager is responsible for ensuring that expense is legitimate and necessary for business-

Reference & form links for Department Pcard Coordinator