DWU-PRO-001-MSD P-Card Purchasing Procedure

e completed to the Department Coordinator.
7. P-Card Coordinator’s Responsibilities
7.1 Review all requests for new P-Cards, and submit applications to the City’s
Program Administrator for processing.
7.2 Maintain a current list of cardholders and card numbers with card controls.
7.3 Review department P-Card transaction logs for compliance, and reconcile
with monthly bank statements by the 27 th of each month.
7.4 Reconcile Monthly Statement and submit a final report to the City’s
Program Administrator no later than the 29 th of each month.
7.5 Monitor purchases made and report irregularities or discrepancies to the
City’s Program Administrator.
7.6 Adjust expenditure entries between accounting distributions as necessary
before the 28 th of each month.
7.7 Conduct random and unannounced audits of Cardholder’s records.
7.8 Maintain P-Card logs receipts and reconciled accounts in a secure
location by individual cardholder and fiscal year for at least three years.
REFERENCES:
P-Card Application (external form)
Internal Terminated Card Form (external form)
MCC Code Request Form (external form)
Internal Agreement P-Card T-Card Form (external form)
Dispute Form (external form)
RECORDS:
P-Card Transaction Log
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