PCard Coordinator,Fairmont State University-Fairmont
This position serves as an Agency PCard Coordinator for the University's PCard Program. This position is responsible for the daily administration of the card program, compliance reviews (audits) and analytics.
Responsibilities:
Conducts the daily card administration for the University's card program. This includes reviewing and approving requests for new cards (determining cardholders' monthly credit limit, single transaction limit, number of daily transactions, and number of monthly transactions) and changes/maintenance to existing cards (including ensuring that cards are cancelled and destroyed upon employee termination or separation of employment). Incumbent works with the Director of Procurement to ensure that the internal controls are followed and appropriate (i.e. segregation of duties, appropriate card limits).
Educates, advises, and provides guidance to University employees on PCard policies and regulations. This position acts as the first point of contact for all questions and concerns related to PCard activity and issues.
Designs, creates, and maintains various informational spreadsheets and checklists (e.g. billing code lists, new cardholder checklists, cancelled card checklist, etc.) that contain all pertinent information concerning cardholder information. This information must be kept confidential and must be kept secure.
Monitors transactions to ensure they are reconciled timely to allow for prompt payment of the monthly invoice.
Coordinates and performs the PCard invoice processing (posting) function in Banner. This involves utilizing the technical PCard interface between wvOASIS and Banner. Incumbent must research and resolve any issues before the PCard transaction can be successfully posted in Banner. This also requires interaction with the State of WV's financial system in resolving technical issues and notifying the cardholders (and/or departmental processors) if any transactions are not accepted into Banner because of insufficient budget or invalid account codes. This involves follow up, problem solving and quick resolution with minimal guidance. Incumbent must also participate in any systems testing.
Oversees the electronic imaging of PCard receipts and documentation.
PCard Compliance Reviews (Audits):
- Maintains compliance of the numerous applicable policies and procedures through the continuous monitoring and review of data to ensure that transactions accurately meet the highest degree of compliance standards as required. This requires applying professional judgment when interpreting the applicable policies and procedures to determine whether any misuse, abuse or fraud has occurred. Requires communication and follow up with departmental processors and/or cardholders regarding questionable or unauthorized use and to request additional documentation as needed
-Designs, creates, and maintains the PCard transactions and violations spreadsheet.
Program Analytics:
- Conducts spend and usage analysis of the program.
- Creates customized detailed reports using the bank software or State of WV's financial system business intelligence reports.
Training:
- Responsible for developing training materials for departmental processors and training new cardholders.
Expense Transfers:
- Responsible for processing expense transfers (IGT's) to correct erroneously charged budgets.
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