Mail To:
UNLV Purchasing
4505 South Maryland Parkway
Box 451033
Las Vegas, NV 89154-1033
** Web Questions **
Get Your Departmental Card
Departmental Card:
These cards are not issued to an individual. Departmental cards and card numbers must be safeguarded against use by unauthorized individuals. The department must develop an internal policy to ensure the security of the card. The person approving the issuance of the card (the department head) will be ultimately responsible for the security of the card.
The same documentation is required for departmental cards as is for individual card accounts. However the department must also maintain a sign-out sheet. This will allow the department to keep a record of who has used the card and when. A sample sign-out sheet is provided (Appendix K). It is also suggested that a transaction log be kept in the department to help in the monthly reconciliation.
All records relating to PCard transactions must be retained by the Department for a full seven (7) years (six (6) years plus current fiscal year). Missing receipts may be ordered from our bank for a fee,or complete Unavailable Transaction Document Forms/Instructions (Appendix J) in the PCard manual.
As a Departmental Card Coordinator you will be responsible for:
Attending initial and any additional training required and consulting manual to ensure proper use of the card.
Safeguarding the card.
Reporting a lost or stolen card IMMEDIATELY your department has full liability for all purchases made. This card has NO DISPUTE RIGHTS.
Ensuring the PCard is used for official university purchases and not personal use.
Following all University, Board of Regents, State, Federal and Purchasing guidelines.
Alerting vendors that the University is tax exempt.
Resolving any discrepancies with vendors.
Ensuring merchant documentation is complete and available for every transaction.
Ensuring monthly reconciliations are completed correctly and on time.
Notifying Purchasing Coordinator when any user of the card transfers to another department or leaves the university so the card may be cancelled immediately and new one ordered
Obtaining a Departmental Card:
If a department head has determined the need for a departmental card, they must complete the (Department) Purchasing Card Account Application and the Cardholder agreement form.
The signature authorities for the referenced default and back-up accounts must provide approval for use by signing the Account Application. These forms must then be signed by the Department Chair, Director, Dean, Vice President, Provost, or President.
Training:
Once completed, all forms must be submitted to the Program Coordinator. The responsible person will be contacted to set up a meeting to discuss the use of the card and appropriate dollar amounts. This card is not “one size fits all”.
The Department Card Coordinator and all users of the card will be required to present photographic identification (current driver’s license, military ID card, passport, or Rebel Card) to attend the training session.
The Department Card Coordinator will be asked to sign the back of the card upon receipt of the card. Although the PCard is issued in the department’s name, it is the property of the university. Since the card does not list an individual name on the card, it is recommended that the signature space on the back of the card contain, “UNLV ID required”.
