PURCHASING CARD (P-CARD) MANUAL

TABLE OF CONTENTS

This page last updated on November 8, 2021.

INTRODUCTION

WHAT IS A P-CARD?

AGENCY P-CARD COORDINATOR

• COORDINATOR RESPONSIBILITIES
• REQUEST A NEW P-CARD
• ASSIGNING PROXIES IN CORE-CT
• ISSUE CARD TO CARDHOLDER OR CARD USER
• PAYMENTNET
• REPORTING A LOST OR STOLEN OR COMPROMISED CARD
• AGENCY P-CARD COORDINATOR RESOURCES AND LINKS

AGENCY CARDHOLDERS OR CARD USERS

• CARDHOLDER RESPONSIBILITIES
• STATE OF CONNECTICUT CREDIT CARD USE POLICY
• ACTIVATING YOUR CARD
• P-CARD SECURITY
• REPORTING A LOST OR STOLEN OR COMPROMISED CARD

HOW TO USE THE P-CARD

• PROCESS
• DECLINED TRANSACTION OR REFUSAL OF CARD

BEST PRACTICES - COMING SOON

• · KNOW YOUR AGENCY COORDINATOR
• · FYE ISSUES - CREDITS ISSUED IN JUNE
• · FYE ISSUES - LAST PAYMENT FOR FY - CALENDAR

TRAVEL CARDS - COMING SOON

• TRAVEL ACCOUNT - AIRLINE AND RAIL PURCHASES
• TRAVEL ACCOUNT-– OTHER TRAVEL PURCHASES
• TRAVEL OPTION - HOTEL AND CAR RENTAL PURCHASES
• COMPLETION OF THE TRAVEL LOG SHEET CO-502
• RECONCILING YOUR TRAVEL ACCOUNT
• PAYMENT PROCEDURES
• RESOLVING TRAVEL ACCOUNT ERRORS AND DISPUTES
• CHANGING YOUR TRAVEL COORDINATOR

DEPARTMENT CARDS

•  DEPARTMENT CARD ACCOUNTABILITY
•  SUPPLIER ACCEPTANCE OF DEPARTMENT CARDS
•  AGENCY DEPARTMENT CARD PROCEDURES
•  DEPARTMENT CARD CUSTODIAN
•  TRANSFERRING A DEPARTMENT Card CUSTODIAN – JOB AID
•  DEPARTMENT CARD SIGNATURE PANEL
•  DEPARTMENT CARD USER
•  DEPARTMENT CARD SECURITY
•  DEPARTMENT CARD USER LOG CO-504D
•  DEPARTMENT CARD PURCHASE LOG SHEET CO-503D
•  REPORTING A LOST OR STOLEN OR COMPROMISED DEPARTMENT CARD

EMERGENCY / CATASTROPHE CARDS - COMING SOON

POLICY FOR PURCHASING CARDS

• USAGE
• MEMO 2021-21
• ACCEPTABLE PURCHASES
• UNACCEPTABLE PURCHASES
• SECURITY
• RECORDS RETENTION
• DEVELOPMENT OF AGENCY PURCHASING CARD PROCEDURES
• DEVELOPMENT OF INTERNAL CONTROLS
• P-CARD PROGRAM AUDITS

TAXES - COMING SOON

• TAX RECOVERY

DEFINITIONS - COMING SOON

GLOSSARY PAGE - COMING SOON