Updated version of the University's PCard manual now available

An updated version of the University’s PCard Manual is now available online. 

The sections that were updated include those items below:

Purchases that require additional approvals:

• Weapons and ammunition added. Approval must be obtained by PCPS Pcard Administration before purchase is made. Email pcardadministration@mail.wvu.edu for approval prior to purchase. Include the intended use, how the items will be stored, who has access, and any controls that will be in place.

Fleet Card expenses:

• The type of the card used to purchase fuel will be dependent on the type of vehicle and whether the vehicle is owned by WVU or WVURC.

PCard reconciliation:

• Cardholders should submit their PCard reports on a weekly basis (i.e. the prior week’s charges). Charges must be reconciled within 30 days from the date the transaction posted at the bank.
  • Cardholders with transactions that have not been fully reconciled in MyExpenses after 30 days from that posted date will receive a notification via email that the transactions must be reconciled within 15 days or his/her PCard will be lowered to $1.
  • If cards are lowered to $1, all transactions must be reconciled, and a maintenance request must be submitted in Mountaineer Marketplace before the original card limits will be reinstated. 30 violation points will also be assigned.
  • Cardholders with transactions over 90 days old will be notified that their PCard has been canceled. The cardholder must then start the application process over (request form and online training) if he/she wishes to obtain a new PCard. PCPS PCard Administration reserves the right to decline requests to reinstate card privileges.
• Cases of cardholders who repeatedly do not reconcile their charges within the 30-day period may be shared with the appropriate HR Partner to determine whether disciplinary action is warranted.

PCard Violation Points/Disciplinary Steps:

• Unreconciled transactions 45 days past the statement date or older will receive 30 violation points.
• PCard disciplinary steps – under 100 points results in corrective notice by email.