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.
This form proceeds as follows: Cardholder → Purchasing Card Supervisor→ Purchasing Card Program Administrator Assistant→ Purchasing Card Program Administrator→Agency Fiscal Officer,→ Dean/Director/Department Head
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. Next, they have to fill out the default chartstring (FUND, DEPT, P-FIN, and Account) and their department information, including Department name, Building, Room number, and Telephone number. The last thing they do on this page is sign their name.
The Cardholder then fills out information on the Proxy Authorization page. They again fill out their default chart string and telephone number. 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 name, email, and chartstring. 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 Cardholders they’re responsible for. Lastly, they sign this page.
Now the form goes to the Dean/Director/Department Head to fill out and sign. They attach a memo on the first page and then sign the Proxy Authorization and the Supervisor Agreement page.
Next, it goes to the Purchasing Card Program Administrator Assistant to Approve or Decline and sign the Cardholder Agreement page if approved.
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.