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Important note: if your Purchasing Card Supervisor is also the Dean/Director/Department Head, then the next level of authority needs to sign as the Dean/Director/Department Head. Failure to specify two different people can result in a delay in processing.
First the Cardholder fills out this form, then it goes to the Purchasing Card Supervisor, This form proceeds as follows: Cardholder → Purchasing Card Supervisor→ Purchasing Card Program Administrator Assistant, Assistant→ Purchasing Card Program Administrator, Agency Administrator→Agency Fiscal Officer, and then finally the → Dean/Director/Department Head to fill out and sign.
When the Cardholder first comes to the webform, they need to fill out their Purchasing Card Supervisor’s and their Dean/Director/Department Head’s name and email. Then they pick their location and enter the form.
Then, the Cardholder fills out the Cardholder Agreement page. First, they fill out their max amount per transaction and their max amount per billing cycle. Then Next, they have to fill out the default chartstring (FUND, DEPT, P-FIN, and Account) and their department information like their department , including Department name, buildingBuilding, room Room number, and telephone Telephone number. Then the The last thing they do on this page is sign their name.
Next, the The Cardholder then fills out information on the Proxy Authorization page. They again fill out their default chart string again and telephone number again. Then, they check whether they’re authorizing a cardholder, proxy, or view only access. No matter what they check, they have to fill out the cardholder’s Cardholder’s name, email, and chartstring. Then Lastly, they sign their name.
Now the form gets sent to the Purchasing Card Supervisor to fill out. The Purchasing Card Supervisor needs to sign the Cardholder Agreement and fill out the Authorized Supervisor Agreement and sign that page. The Supervisor fills out the Department, Building, Room number, Billing Address, and Telephone number. Then, they fill out the names of the cardholder’s Cardholders they’re responsible for. Lastly, they sign this page.
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Next, it goes to the Purchasing Card Program Administrator Assistant to Approve or Decline and sign the Cardholder Agreement page if approved.
Then it On approval, the form goes to the Purchasing Card Administrator to sign on the Cardholder Agreement page and Supervisor Agreement page.
Then, it goes to the Agency Fiscal Office to sign on the Cardholder Agreement page and the Supervisor Agreement page.
Lastly, it goes back to the Purchasing Card Administrator Assistant to view.