Purchasing Card

Harvard Purchasing Cards ("PCards") are University-liability cards issued in the names of authorized, trained individuals to purchase certain eligible goods and services in support of Harvard University business.

Obtaining Your PCard

  1. Read the Purchasing Card Policy.
  2. Complete the PCard Overview Training and Responsibility of Purchasers, Preparers, and Approvers (ROPPA) Training.
  3. Complete the Application
  4. Submit the completed application form to procurementhelp@seas.harvard.edu.



Activating Your PCard

  1. Every Citi Card comes with an activation sticker applied to the front the card.  Go to the URL or call the toll free number provided on the activation sticker.  
    NOTE:  To activate this card you will be required to enter your Verification ID.  Your Verification ID will be the last 4-digits of your HUID number.  Ensure you have this information available prior to initiating the activation process.
  2. Confirm receipt of your card by following the activation instructions on the card or on the website.
  3. Choose your PIN.  You must also select a PIN in order to use your card.  Follow the voice-response prompts or online instructions for selecting a PIN.
    NOTE: It is important that you activate your card and select a 4-digit PIN immediately upon receipt to prevent any service disruptions.
  4. Peel off sticker, sign your card immediately, and begin using it.  If your new card is replacing an old card, don't forget to destroy your old card.

 


Roles and Responsibilities

Cardholder

Cardholders must read and understand the PCard policy in full.

  • Required to complete the PCard and ROPPA training and follow the policies and procedures
  • Safeguard the PCard and do not allow others to use your card
  • Make allowed purchases only
  • Get receipts for purchases
  • Must review all charges weekly with appropriate business purpose before each week’s sweep
  • Provide documentation to reviewers promptly
  • Cancel your card if you change departments or leave the University
  • Plan for scheduled time off by reviewing “all” transactions, this is usually up to three weeks of available transactions, identify backup coverage, and notify Finance Office administrator with updates


PCard Reviewer - RPM’s or Assigned Reviewer

Reviewers must read and understand the PCard policy in full and ensure that all expenses are in accordance with the University PCard policy.

  • Required to complete the PCard and ROPPA training and follow the policies and procedures
  • Must review all relevant transactions for each week’s sweep to ensure charges are legitimate
  • Ensure that all transactions have a complete detailed business purpose entered into the system
  • Has supporting proof-of-purchase documentation (receipts) from the cardholder
  • Confirm or correct general ledger coding of all transactions in the PCard settlement system
  • Mark all transactions as “reviewed” in the PCard settlement system under their name
  • Keep required documentation in Dropbox. Raise un-reviewed charges to the cardholder and ADRAF/Area Director
  • Plan for scheduled time off by reviewing “all” transactions, this is usually up to three weeks of available transactions, identity backup coverage, and notify Finance Office administrator with updates

 

Prohibited Purchases

  • Purchases from vendors in B2P
  • Personal purchases of any kind
  • Split transactions to circumvent the single transaction limit
  • Gift certificates or gift cards of any amount
  • Gifts greater than $100
  • Travel – these expenses should be charged to the corporate card, not the PCard, or paid out of personal funds and reimbursed



Deadlines

PCard Holders: All reports and receipts should be uploaded to Dropbox no later than by the end of day Monday.

Assigned reviewers (RPMS, ADRAFs, ADs): Reports should be reviewed, and feedback provided no later than noon on Wednesday (or the day prior to pcard sweep) to the cardholder.

Financial Operations will monitor un-reviewed transactions and communicate to preparers and approvers who have not fulfilled their obligations.

 


Links to PCard Resources

SEAS PCARD Process Guidance

SEAS PCARD Review Process

FAQs