Purchasing

Employees who need a Procurement Card (P-Card) should complete the following steps:

Step 1: Submit an Application

Complete the Procurement Card Application Form.

Step 2: Obtain Required Approvals

Your application must be approved by:

• Your supervisor
• The vice president of your division
• Business Services

Step 3: Complete Required Training

After your application has been approved, complete the following non-credit Department of Enterprise Services (DES) training courses:

• Small Purchasing Training
• Purchasing & Procurement Ethics Training

Step 4: Submit Training Certificates

Email your completed training certificates to pcards@wwcc.edu.

Step 5: Sign the Cardholder Agreement

Before a card can be issued, all Authorized Cardholders and Card Users must sign the Procurement Card Use & Agreement Form, acknowledging their understanding of the program requirements and responsibilities.

Card Issuance

Once all requirements have been completed and verified, Business Services will notify you when your Procurement Card is ready for pickup. Cards will not be issued until all application, approval, training and agreement requirements have been satisfied.

Cardholders & Authorized Card Users

As a Cardholder or Authorized Card User, you are responsible for:

• Verifying that vendors are legitimate before making purchases.
• Protecting procurement card information. Never share card numbers, security codes, account credentials or other sensitive information with unauthorized individuals.
• Immediately reporting lost or stolen cards to both the card provider and Business Services, no later than one business day after discovery.
• Retaining itemized receipts for all P-Card purchases. If an itemized receipt is unavailable, complete a Missing Receipt Form and provide a documented explanation.
• Monitoring account activity and available credit for unauthorized transactions, fraud or other issues.
• Using the card only for authorized business purposes.

Department Card Custodians

If you are responsible for a department card, you must:

• Maintain physical possession and security of the card.
• Keep an up-to-date card checkout/check-in log.
• Retain supporting documentation for all purchases.

Reconcilers

Reconcilers are responsible for ensuring transactions are properly documented, reviewed and processed on time.

Key Responsibilities

• Review transactions for appropriateness and compliance with college policies.
• Reconcile P-Card transactions in ctcLink by established Business Services deadlines.
• Notify the appropriate approver when reconciliation is complete.

To Complete Reconciliation

Each transaction must include:

• The appropriate GL account and funding chart string.
• A detailed description of the purchase, including what was purchased and the business purpose.
• The intended recipient, when applicable.
• A clear business justification.
• An itemized receipt that matches the transaction amount.

Once completed, move the transaction to Verified status in ctcLink.

Reconciliation Deadlines

• Transactions must be reconciled at least monthly.
• Business Services deadlines are based on timelines established by SBCTC and are communicated each month.
• Weekly reconciliation is strongly recommended to avoid month-end backlogs.
• Departments may establish internal deadlines that are earlier, but not later, than Business Services deadlines.

Need help?
Review the
Reconciling P-Card Transactions/Statements guide.

Approvers

Approvers are responsible for reviewing and approving P-Card transactions within their assigned approval area.

Key Responsibilities

• Ensure purchases comply with college policies and applicable State Administrative and Accounting Manual (SAAM) requirements.
• Verify transactions are charged to the correct department and funding source.
• Review transactions that have been reconciled and moved to Verified status.
• Approve transactions by established Business Services deadlines.
• Report suspected misuse or policy violations to pcards@wwcc.edu immediately.

Final Approval

To complete the approval process:

1. Review the transaction and supporting documentation.
2. Confirm the purchase is appropriate, documented and reconciled.
3. Set the transaction to Approved status in ctcLink.

Departments may establish internal approval deadlines, provided they do not exceed Business Services deadlines.

Compliance with the Procurement Card Policy and Procedure is required for all P-Card Program participants. Failure to comply may result in corrective action, including one or more of the following:

1. Written Notice
   The Authorized Cardholder/Card User and their supervisor may receive a written or email notification describing the violation.
2. Additional Training
   If the issue continues or is not corrected, additional training or education may be required for the Authorized Cardholder/Card User and supervisor.
3. Temporary Suspension of Card Privileges
   Continued non-compliance may result in the temporary suspension of Procurement Card privileges.
4. Revocation of Card Privileges
   Serious or repeated violations may result in the permanent cancellation of the Procurement Card and revocation of program privileges.
5. Other Disciplinary Action
   Additional corrective or disciplinary action may be taken as appropriate under college policies and procedures.

Note: The College reserves the right to suspend or revoke Procurement Card privileges at any time when necessary to protect College resources, ensure compliance or address misuse of the program.