Cardholder Responsibilities
Cardholders must exercise the same caution with Cornell's Visa procurement cards as they would with their own personal credit cards.
Cardholders are responsible for the following:
- Provide sufficient documentary evidence, as required by Buying Manual section 303, Documentation Requirements, within 10 days of receiving an email from the PCard Receipt Processing System.
- Document all transactions, including purchases, credits, and disuputed or fraudulent transactions (report fraudulent transactions to the bank immediately).
- Read and understand their responsibilities in the Buying Manual, and stay abreast of any changes made to that manual.
- Do not allow any other person to use the card.
- Comply with the per transaction and cycle limits on the card; do not split the cost of a single good to circumvent the limits.
- Do not use the card to purchase prohibited goods or services, as defined in Buying Manual section 302, Prohibited Transactions.
- Request exemption from New York State sales tax and, if the vendor declines, note the refusal in the supporting documentation submitted via the PCard Receipt Processing System.
- Review monthly charges on the card to identify errors; resolve errors by contacting the issuing bank and pursuing a charge dispute or fraud report, as appropriate. See Buying Manual section 305, Dispute Process – Correcting Erroneous Charge on the PCard.
- Report a lost or stolen card to U.S. Bank immediately.
Note: Cardholders with access to procurement card transactions within the KFS must have their supervisor review and sign their statements, then deliver these statements to the department procurement card coordinator.
Supervisor Responsibilities
Supervisors of procurement card cardholders are responsible for the following:
- Read and understand his or her responsibilities in the Buying Manual, and stay abreast of any changes made to that manual.
- Authorize procurement card applications only for those individuals whose position requires frequent business-related purchases.
- Re-evaluate the need for a pcard whenever a staff member’s job requirements or status changes.
- Request suspension of any pcard when the cardholder is on a leave that extends beyond 30 days or is for an unknown duration.
- Implement procedures to ensure that any expense charged on a pcard that would normally seem to be for personal use is business-related.
- Request a pcard account closure when a cardholder has left a position or if a status change indicates that individual no longer requires a card.
- Assist the BSC director in suspending or revoking a cardholder’s pcard privileges, as requested.
