General
Each cardholder is responsible for the security of their assigned P-Card and should treat it as if it were their own personal credit card. Cardholders should always keep their P-Card on their person or in a secure location. NEVER surrender your P-Card to another individual except the P-Card Administrator or P-Card Reviewer who will ensure P-Cards are properly secured or destroyed and accounts are cancelled in accordance with CCC policies and procedures. The only exception to this rule would be for a department card. If a department card is issued to an individual, they may loan it to personnel in their direct reporting stream to make local purchases. The individual accepting the card must disclosed planned purchases to cardholder for approval and return with the card and receipt immediately after making local purchase. Any purchases other than local should be made by the cardholder according to the information given to them by the requester.
Authorized Use
A P-Card is assigned to an individual and that employee’s name is embossed on the P-Card in addition to the name of the college. The cardholder is the ONLY person authorized to use a P-Card assigned to them and should NEVER loan or allow ANY other person (e.g., department chair, supervisor, co-worker, family member, friend, or any other acquaintance) to use your assigned P-Card for business or personal reasons.
Upon termination, resignation, or retirement the P-Card must be returned to the P-Card Administrator and cannot be passed on to another CCC employee. If a P-Card is needed by another employee, that employee must submit a P-Card Application & Employee Agreement, complete P-Card training, and be issued a new P-Card with that individual’s name embossed on the P-Card.
Lost or Stolen Cards
The cardholder is responsible for reporting a lost or stolen P-Card (1-888-449-2273) immediately upon discovery of a missing card. The cardholder must first report the loss or theft to the issuing bank and then to the P-Card Administrator. The current P-Card account will be deactivated, and a replacement P-Card (with a new account number) will be ordered, or the account will be permanently closed depending on the circumstances surrounding the loss or theft.
If the lost or stolen card is found after it has been reported missing, that P-Card must be returned to the P-Card Administrator to be properly destroyed. P-Cards must be hand delivered to the Purchasing Agent and not sent via interoffice mail.