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Responsibilities and Use of Card

Responsibilities of the Cardholder:

  1. Completing a Purchasing Card Application Form and obtaining necessary approval signatures.

  2. Attending a mandatory training session.

  3. Responsible for reading the Purchasing Card Program Manual and abiding to the Purchasing Card policies and procedures outlined therein.  

  4. Responsible for all purchases made with the card in accordance with the procedures outlined in the Purchasing Card Program Manual.

  5. Safeguarding card security at all times.

  6. Responsible for repayment of improper charges and personal liability for misuse.

  7. Maintaining all supporting documentation [e.g. proper receipts, vendor order forms, cash register receipts, etc.] and reconciling to the monthly statement in a timely manner.

  8. Ensuring receipt of goods and following up with the vendor to resolve disputes and arranging for returns credits, delivery problems, etc.

  9. Verifying that the purchases are consistent with all University policies and procedures, all merchandise has been received and all supporting documentation is attached.

  10. Reporting lost or stolen cards immediately to the Purchasing Card Program Team and to Bank One when the Purchasing Card Program Team cannot be reached.

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