8.12.2 PCard Roles and Responsibilities
Policy Statement
The University of Illinois System uses Emburse Enterprise to manage all PCard transactions. Units have the primary responsibility for managing how staff members use the Purchasing Card (PCard) and maintaining compliance with all record retention, state and federal laws, and University of Illinois System policies. Units using the PCard must have their Department Head designate specific employees to function in the roles of Department Card Manager (DCM), Manager Reviewer, Charge Code Reviewer (CCR), and Cardholder. Designated employees are required to fulfill the responsibilities of their PCard role.
Reason for the Policy
To apprise employees with PCard management roles of their responsibilities to ensure compliance with PCard procedures.
Applicability of the Policy
All units using PCards and employees with a PCard role.
Procedure
PCard
The University of Illinois Purchasing Card (PCard) is a charge card that may be used by University of Illinois System employees for point-of-sale purchases. Qualified supplies and/or small equipment costing $7,500 or less can be purchased with a PCard.
PCard Training
All employees who are identified by their units as Cardholders, DCMs, and DCM Delegates must complete the PCard training and pass the certification quiz prior to being assigned a role(s) in the Card program. DCMs and DCM Delegates must complete additional training before the role is established in the Card software. Note: the department’s Unit Security Contact (USC) assigns roles in Emburse Enterprise.
PCard Roles and Responsibilities
The following are required roles in the management of PCard transactions. Employees in these roles must follow the PCard responsibilities listed below, as applicable.
PCard Administration
The Security Application (SecApp), is the system used to establish and maintain card roles in CMP and Emburse Enterprise. Emburse Enterprise is the system used to process and maintain PCard transactions.
All purchases on the PCard must be compliant with system procurement, allowable expenditure and funding, payroll, and tax-related policies, as well as with all applicable state and federal statutes.
As designated by the Assistant Vice President of Procurement Services, the Senior Director of University Payables (UPAY), and the Associate Director of UPAY Support Services, is assigned as the system-wide PCard Administrator.
UPAY Card Services is the unit designated to manage the system PCard Program. The Unit Head and Department Card Manager (DCM) assist with the implementation and oversight of the card program for the unit.
UPAY Card Services
UPAY Card Services oversees and administers the U of I System's Card programs, and has the following responsibilities:
- Coordinates with designated Department Card Managers (DCM) to oversee and administer the U of I System's card programs.
- Receives electronic Authorization Agreement and Application information
- Verifies the completion of the required training by Cardholder, DCM, and DCM Delegate.
- Submits approved card applications to the issuing Bank.
- Administers and maintains CMP.
- Performs Help Desk services and activities.
- Develops and delivers card program training.
- Oversees card program compliance with applicable policies and procedures.
- Acts as a liaison with the Bank and auditors.
Department Card Manager (DCM)
The Department Card Manager or DCM has the following responsibilities:
- Supervises, administers, and monitors the card program for assigned business unit(s), under the direction of the Department Head.
- Ensuring that all card transactions are processed and submitted in Emburse Enterprise.
- Processing new card applications, including ensuring applicants complete the required training.
- Validate that Authorization Agreement and Application information submitted in CMP.
- Requesting changes to Cardholder profiles using CMP.
- Collecting cards, following related procedures for cancellation of card privileges, and ensuring outstanding card transactions in Emburse Enterprise are processed and submitted for employees who leave the unit, the U of I System, or engage in noncompliant purchasing activities.
- Notifying UPAY Card Services of employee departures or changes in home unit.
- Suspending cards for employees on temporary leaves of absence, including but not limited to, maternity, medical or sabbatical.
For more information, please review the following:
PCard Cardholder
Manager Reviewer and Charge Code Reviewer
The Manager Reviewer responsibilities:
- Checks Emburse Enterprise regularly for transactions awaiting review and approval.
- Reviews each expense report and with the original, detailed, itemized receipt within 25 calendar days of its appearance in the Emburse Enterprise, in order for the transaction to post in Banner for financial reporting.
- Checks and corrects, if necessary, the accounting C-FOAPAL used for each purchase.
- Assigns a Delegate to perform Manager Reviewer.
The Charge Coder Reviewer (CCR) responsibilities:
- Checks Emburse Enterprise regularly for items awaiting approval.
- Reviews the C-FOAPAL for each transaction and updates if incorrect within 25 calendar days of its appearance in the Emburse Enterprise, in order for the transaction to post in Banner for financial reporting.
- Assigns a Delegate to perform CCR functions in Emburse Enterprise. (optional)
Unit Head
The Unit Head is the employee responsible for making the administrative/financial decisions for the U of I System unit, and has the following responsibilities:
- Provides budgetary and compliance oversight for the unit's card program
- Identifies department employees who will be issued a card
- Via the Unit Security Contact (USC) assigns DCMs and DCM Delegates.
- Reviews and/or reconciles monthly financial reports and statements.
- Establishes checks and balances and maximum segregation of tasks.
UPAY Card Services
- Coordinates with designated Department Card Managers (DCM) to oversee and administer the U of I System's card programs.
- Validate that Authorization Agreement and Application information submitted in CMP.
- Verifies the completion of the required training by Cardholder DCM, and DCM Delegate.
- Submits approved card applications to the Bank.
- Administers and maintains the card program.
- Performs Help Desk services and activities.
- Develops and delivers card program training.
- Oversees card program compliance with applicable policies and procedures.
- Acts as a liaison with the Bank and auditors.
Restrictions for Assigning Multiple PCard Emburse Enterprise Roles to One Employee
Some restrictions apply when assigning multiple roles to individual employee(s) in the Card Software:
- To ensure maximum segregation of responsibility, no one individual may function in all four roles (DCM, Cardholder, Manager Reviewer, and CCR).
- A Cardholder cannot hold the role of Manager Reviewer, CCR, or their Delegate to process their PCard transactions.
- Subject to the restrictions above, the Unit Head or DCM may hold the role of CCR or Manager Reviewer.
- Delegates for ALL roles are subject to all of the above restrictions.