PC 08: Card Account Security

PC 8.1 - Protecting Card/Account Number

Cardholders, Purchasers, and Monitors must take reasonable precautions to safeguard cards and account numbers from loss or theft and maintain custody of the card at all times. Cardholders should avoid storing account details in web browsers and are encouraged to establish login credentials with GCA for real-time access to transaction details, fraud alerts, and authorizations.

PC 8.2 - Transfer of Cardholder, Monitor, or Purchaser

1. Cardholder: When a Cardholder transfers to another department, the transferred-to RD Director must approve an OnBase eForm.
2. Monitor or Purchaser: When a monitor or purchaser transfers to another department, the transferred-from RD Director must approve an OnBase eForm to remove designated roles.

PC 8.3 - Termination of Cardholder, Monitor, or Purchaser

When a Cardholder, Monitor, or Purchaser leaves their position or changes job status, the RD Director is responsible for collecting and destroying the card after submitting a Change Request OnBase eForm. If the card cannot be retrieved, the Director must promptly inform PCAto ensure the account is canceled. Furthermore, the Cardholder, Monitor, or Purchaser must reconcile all card account activity prior to transferring to another department or ending employment.

Note: Procurement Services receives an e-mail notification from Enterprise Solutions and Quality Assurance (ESQA) of terminated employees.

PC 8.4 - Cardholders on Extended Leave

When a Cardholder is on extended leave the RD Director must email PCA at PCardAdmin@HCFL.gov so the card’s profile can be reduced for the duration of the leave.

PC 8.5 - Notice From Bank of America to Cardholder of Potential Fraudulent Activity

When BOA contacts the Cardholder, the Cardholder must follow the instructions and if fraudulent activity occurred, immediately email PCA at PCardAdmin@HCFL.gov with findings. The contents of the email must include those listed under section PC 9.4.