Duties and Responsibilities

Credit Card Services Team

• The Credit Card Services team is charged with maintaining documentation for the PCard activity within TWU. The CCS team are experts about the program, the guidelines, and all related forms.
• Cardholders should first contact the CCS team, who will answer any questions regarding the program or about potential problems.
• The Credit Card Services team will review the usage and limits of the PCards and cancel cards as necessary in order to limit the University’s liability.

Account Approver

• The account approver, or designee, is responsible for approving all transactions on the monthly PCard statements to ensure they are within TWU guidelines.
• The account approver is responsible for reviewing departmental accounts to ensure the charge account (chart string) is funded and that the expense is allowable on that account (chart string).

Cardholder/Authorized User

• The cardholder is the full-time employee designated by the department or account approver to utilize the PCard for making smaller dollar purchases. The cardholder is responsible for: 
• Signing a Cardholder Agreement form, or Authorized User Agreement for Department cards, to acknowledge all responsibilities associated with using a PCard.
• Following the purchasing guidelines of TWU
• Selecting suppliers according to TWU guidelines
• Completing training
• Ensuring the physical security of the card and protecting the credit card number from being shared
• Reviewing accounts to ensure the account is funded
• Reviewing monthly statements to ensure all transactions listed are valid
• Reconciling transactions in Concur (detailed documentation is located on the Training and Resources section of the Procurement Services website).
• Ensuring that an individual card is not used by any employee other than the cardholder
• Submitting the monthly reconciliation and corresponding receipts on or before the deadline
• Verifying that a potential supplier is not on "Vendor Hold" with the State of Texas for any purchase $500 and over, before the purchase is made. The website for verification is https://fmcpa.cpa.state.tx.us/tpis/search.html. Upload proof of your search results with the receipt.

Reconciler (Department PCards only)

• The reconciler is the full-time employee designated by the department/account approver to manage the departmental PCard for making smaller dollar purchases.
• The reconciler is responsible for:
  • Signing a Departmental Cardholder/Reconciler Agreement form to acknowledge the responsibilities associated with using a Department PCard
  • Following TWU purchasing guidelines
  • Obtaining the Departmental Authorized User Agreement form for everyone who uses the card and submitting the form(s) monthly with the expense report receipts (reconciler's form is required if they are the only user); forms are valid for one year
  • Maintaining the monthly Check-Out form and submitting it monthly with the expense report and receipts
  • Completing training
  • Maintaining the security of the card 
  • Reviewing accounts to ensure the accounts are funded
  • Reviewing monthly statements to ensure all transactions listed are valid
  • Reconciling transactions on a daily/weekly basis in Concur (detailed documentation is located on the Training and Resources section of the Procurement Services website). 
  • Submitting monthly expense reports and receipts on or before the deadline in Concur

Citibank Customer Service

• a team of Citibank customer service representatives
• available 24 hours a day, seven days a week
• will assist cardholders with general questions about a PCard account
• contact them immediately at 800-248-4553 if a card is lost or stolen 
• CitiManager Cardholder Quick Reference Guide