UC Davis
Purchasing Card
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Roles & Responsibilities

There are several mandatory roles associated with a Purchasing Card. As a best practice, for a proper separation of duties, an individual should not fill more than one role. See Separation of Duties for more information.
Cardholder
The cardholder is responsible for using the card in a conscientious and ethical manner consistent with UC Davis policy. The cardholder must not allow another individual to use the card, or card number, for making purchases. The cardholder must reconcile their bank statement on a monthly basis, and report any disputed transactions promptly. For more on the specific responsibilities of the cardholder, see Care and Feeding of the Card.

Misuse of the Purchasing Card may result in revocation of the card and/or disciplinary action.
Account Manager
The role of the account manager is to certify each Purchasing Card purchase as appropriate, compliant, and accurate, and to ensure that the purchase was properly received. The account manager also verifies that the amount paid is correct, that the payment was not duplicated, and that sales tax was charged appropriately and not duplicated with out-of-state vendors.

The account manager is responsible for ensuring that the Purchasing Card is used appropriately by each cardholder they oversee. If a Purchasing Card is used inappropriately, it may be necessary to take corrective or disciplinary action.

Account managers should ensure that action is taken on each DaFIS Feed Payment Distribution (FPD) document. If a federal account is assigned to the Purchasing Card, the expense should be moved from that account if supporting source documentation is inadequate.
Ledger Reviewer
The ledger reviewer is responsible for ensuring that the Purchasing Card expenses that appear in DaFIS Decision Support are appropriate and compliant with university policy. In addition, ledger reviewers verify that Purchasing Card expenditures were not also processed on a DaFIS AP Direct Charge or AP Vendor Invoice document. Ledger reviewers use the General Ledger Review System to properly annotate these transactions.