Responsibilities for the PCard administrator, requesting department, coordinators, and cardholders
PC 4.1 - PCard Administration
The PCA assumes overall responsibility for administering the Program 1, including establishing procedures, providing training, monitoring card usage, and investigating alleged procedural violations. When necessary, it may cancel or revoke purchasing authority for noncompliance.
PC 4.2 - Requesting Department Director
RD Directors are responsible for designating a coordinator using the OnBase eForm and approve new or change card or role requests via the eForm. RD Directors must establish written internal controls (including addressing situations involving improper use), transaction review, and approve procedures in an effort to ensure transactions are submitted on time. The internal controls may include stricter controls than outlined in this chapter. These procedures, and ongoing updates, must be emailed to PCA via PCardAdmin@HCFL.gov. RD Directors must ensure staff adheres to Program Procedures and related Administrative Directives.
RD Directors must ensure each card is used at least once quarterly. Unless the cardholder is under the Emergency Program.
PC 4.3 - Coordinator
The coordinator is appointed by the RD’s director and serves as the liaison with Procurement Services, monitoring disputed purchases, credits, and billing errors, and refers unresolved issues to the RD director and PCard Administration. Coordinators collect expired cards, distribute renewals, and provides new cardholders with internal control, transaction review, and approval procedures before they attend PCard training. Coordinators are also responsible for notifying their departmental staff of updates to the Program and assist with reconciliation tasks to ensure compliance with program guidelines.
PC 4.4 - Cardholder, Monitor or Purchaser Responsibilities
Cardholders, Monitors, or Purchasers are responsible for ensuring all purchases align with the RD's mission, serve a public purpose, and comply with Program Procedures, Administrative Directives, and County Policies. Cardholders, Monitors, or Purchasers must secure the card account, obtain original itemized receipts/detailed invoices for purchases, and verify that Florida sales tax is not charged.
Additionally, Cardholders, Monitors, or Purchasers may designate a Delegate 2 for transaction reconciliation, ensuring the delegate is not a family member or an approver. Support materials must be provided to the designated delegate or Coordinator, and all transactions must be reconciled accurately and timely.