There are three roles associated with the procurement card program: Cardholder, Reviewer, and Approver. Program participants may perform more than one role; however, adequate separation of duties must be maintained.
Reviewers and Approvers must be knowledgeable of applicable University policies relating to the purchases placed on procurement cards. This includes policies relating to travel, asset purchases, sponsored projects, HIPAA compliance and preferred suppliers. Procurement card transactions to vendors with which Protected Health Information (PHI) is shared must follow Resource Management policy. The policy requires Business Associate Agreements (BAA) to be completed with all trading partners and vendors with which Protected Health Information (PHI) is shared.
Best practices suggest that the Reviewer and Approver role should not be the same person. Likewise, cardholders should not be the reviewer of their own transactions.
Transactions post to general ledger accounts once the RP (Remote Purchase) document is in complete status. Documents needing attention can be found in the user’s FIS worklist. RP (Remote Purchase) documents found in the worklist include those in disapproved or incomplete status. Documents not processed by the monthly deadline will be auto-approved. Auto-approved transactions are considered a policy violation which could result in card suspension or revocation.
The system will route the document for the appropriate approvals including Asset, Tax, SPA, Dean’s level, and departmental.
Approvers are responsible for ensuring that procurement card transactions are reviewed and approved in FIS
Cardholders must be knowledgeable of all applicable university business and travel expense policies
Reviewers are responsible for ensuring procurement card transactions are reviewed and routed for approval in FIS