Procurement Card Coordinators

The Procurement Card Coordinator is the individual within the business service center who reviews procurement card transactions and processes those transactions using the Automated Procurement and Payment System (APPS). These individuals have specific responsibilities, as outlined in University Policy 3.12, Procurement Card.

The Credit Card Programs office is available to assist coordinators with every aspect of Procurement Cards. For additional information on procurement cards and APPS, we also recommend the following:

• Read University Policy 3.12, Procurement Card
• Review APPS Procurement Card Processing Instructions
• Attend PUR110: Procurement Card Coordinator Training

Summary of Coordinator's Responsibilities:

• Collect procurement cards from all individuals who terminate employment at the university or transfer to another unit, and destroy the card immediately.
• Complete an "Information Update" form to cancel the account. 
• Collect the signed cardholder statements from anyone who has access to the re-billing system within APPS.
• Complete an "Information Update" form to request suspension of a procurement card account, when necessary.
• Perform monthly reviews to ensure that all signed cardholder statements have been returned and that there are receipts on file for each procurement card purchase.  (This applies to those with access to the re-billing system within APPS.)
• Provide ongoing training to unit-approved cardholders on the use of the procurement card.
• Report continuous failure by a cardholder to follow the university's procurement card policy to the Procurement Card Administrator.
  Report incidences of possible procurement card abuse to the University Audit Office.
• Retain files for 6 years.
• Review and release electronic procurement card transactions within seven days.