P-Card Checklist

Corresponding Policy: See ‘Procurement Card' policy.
Corresponding Forms: P-Card Signature Sheet, P-Card Account Maintenance, P-Card Missing Receipt Memo, P-Card Log
Process: Having a Checklist to Reference for the P-Card Program

1. All procurement card users and administrators must follow all PSU P-Card policies.  P-Cards are not to be used for personal purchases; travel-related or hosting charges (except reservations and conference registrations); capital equipment (more than $5,000); cash advances; Personal Service Contracts (PSC’s); repairs and rentals involving a contract or PSC; awards or prizes; alcoholic beverages; gifts; flowers or plants (unless used in teaching or classroom materials); decorations; gift cards; or at PSU.

2. Card Custodian keeps a separate Procurement Card Activity log by month as P-Card is used and attaches supporting documentation (receipts, emails, etc.) to Log.

3. Card Custodian (Account Manager in Banner) should distribute charges to appropriate indexes and accounts in a timely manner as email notifications are received.  (At least weekly)

4. At end of month, Card Custodian downloads statement from US Bank website.

5. Custodian attaches statement to activity log (one log per month) and supporting documents.

6. Custodian reconciles statement to log and verifies all appropriate documentation is attached; then signs off on log and bank statement (no initials).

7. Statement, log and supporting documents are given to Budget Authority.

8. Budget Authority reviews all charges for compliance with PSU policies.

9. Budget Authority ensures statement, log and documentation match, then signs off on log and bank statement (no initials).

10. Custodian keeps originals in departmental file. 

11. Custodian sends copy of signed statement to pcard@pdx.edu