In accordance with Investigative Report 18-200, the Procurement Card Guidelines have been updated to include the following responsibilities for both Cardholders and Approvers:

Approving Official Responsibilities:

• Complete and acknowledge required procurement card Approver training.
• Monitor transactions of assigned Cardholder(s) for appropriateness of purchase.
• Ensure all charges adhere to the Procurement Card Guidelines.
• Verify appropriate Account, Fund, Department, Program, Class and Project.
• Ensure funding is not over-committed and adheres to the spending guidelines in the Funds Overview.
• Verify that Hospitality charges adhere to CSU Hospitality Policy, and include the Hospitality form, filled out completely, and signed by the Approving Official.
• Verify that any chemical purchase references “HAZ” in the reference field.
• Ensure adequate transaction documentation exists (receipts should be: itemized, include proper amount of charge, prove it was paid, and include transaction date).
• Ensure if a receipt is lost, a Lost Receipt Memo is included, filled out completely and signed by the Approving Official. Repeated lost receipts will result in the loss of the ProCard.
• Ensure the purchase was shipped to HSU. If the purchased was shipped to an address other than HSU, the Approving Official must sign-off on the invoice/receipt in acknowledgement/approval.
• Identify possible violations of assigned Cardholder(s) and take appropriate action if violations are found.
• Notify the card program Administrator of changes in departmental program participants.

Cardholder Responsibilities:

• Complete and acknowledge required procurement card Cardholder training.
• Ensure all charges adhere to the Procurement Card Guidelines, and procedures are integrated into the use of the procurement card.
• Protect the card at all times to prevent unauthorized use.
• No sharing or authorizing others (subordinates or otherwise) to use the card.
• Immediately report a lost or stolen card to the bank and actively follow bank rules and instructions to clear the charges.
• Review and edit (if necessary): Account, Fund, Department, Program, Class and Project.
• Ensure funding for the purchase is not over-committed and adheres to the spending guidelines per the Funds Overview.
• Ensure Hospitality charges adhere to CSU Hospitality Policy, and include the Hospitality form, filled out completely, and signed by the Approving Official.
• Verify that any chemical purchase references “HAZ” in the reference field.
• Ensure adequate transaction documentation exists (receipts should be: itemized, include proper amount of charge, prove it was paid, and include transaction date).
• Ensure if a receipt is lost, a Lost Receipt Memo is included, filled out completely and signed by the Approving Official. Repeated lost receipts will result in the loss of the ProCard.
• Ensure the purchase is shipped to HSU. If the purchased is shipped to an address other than HSU, the Approving Official must sign-off on the invoice/receipt in acknowledgement/approval.
• Attach approvals when necessary (IT, Facilities, etc.).
• Print reconciliation in landscape orientation.
• Obtain signature from Approving Official or the next higher up administrator.
• Submit reconciliation by provided due date.