Purchasing Card Program
Policies and Procedures Manual

Card Issuer - Bank of America’s services include issuing Visa Purchasing Cards to University of Alabama employees, providing electronic transaction authorizations, and billing the University for all purchases made on the cards.

Pcard Solutions Software is the provider of the management software for the Purchasing Card Program. Functionality includes a log for orders and on-line reconciliation.

Department Head – The University official who must approve designated employee’s application for a Purchasing Card, assign a Department Reconciler, designate a default account number for purchases on the Purchasing Card, and submit applications to the Purchasing Card Administrator. Transaction authority is delegated to the Cardholder by Department Head approval.

Approving Official – The University Official who has fiscal responsibility for the account number(s) to which Visa transactions are charged. The Approving Official must review and approve all transactions and documentation listed on the Bank of America monthly statement and reconciliation report. The Approving Official may be the Dean, Department Head, Budget Manager, Principal Investigator or other approved official.

Budget Manager – This individual is the coordinator for the Purchasing Card for a department or group of departments and acts as a liaison with the University Purchasing Card Program Administrators.

Reconciler – An employee in each department designated by the Department Head or Budget Manager to be responsible for reviewing transactions of individual Cardholders, assuring that the transactions are legitimate business expenses and are classified appropriately, and reconciling all transactions to the monthly credit card statements.

Purchasing Card Administrator – The central administrator located in the University’s Purchasing Department who coordinates the Purchasing Card Program for the University and acts as the organization’s intermediary in correspondence with the card issuer.

Purchasing Card Administrator for Financial Accounting/Accounts Payable – The central administrator who is responsible for receiving and reviewing the Bank of America bill, distributing monthly reports to Department Budget Managers/Reconcilers and notifying Department Budget Managers/Reconcilers of cut-off date for approvals and default code changes.

Cardholder – An employee who is approved by the Department head to use the Purchasing Card to execute purchase transactions on behalf of the University.

Vendor – The supplier from whom a Cardholder is making a purchase.

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