Procurement card program and administrator

A program is the credit card service that is offered by the bank, such as Visa, American Express, or US Bank. You can designate someone at your company to be the administrator for each program.

The procurement card administrator performs several tasks. These tasks include setting up the programs used by your company and handling requests for procurement cards from users. Administrators can approve, cancel, or reject a card request. When the credit card is sent from the bank, the administrator assigns the card number, expiration date, and effective date and activates the procurement card. The administrator can also set a maximum amount that is allowed per charge on the card and other restrictions. The administrator decides whether the procurement card is to be used by more than one person. It can be a single or group type of card.

When setting up a program, the program administrator can perform these functions:

• Assign a procurement group
• Assign and maintain Card User IDs. User IDs are required for Administrators, Proxies, and Card Users.
• Specify the date that the program becomes effective.
• Assign a Payables company to each program.
• Select a Payables vendor representing the bank or other financial institution.
• Decide whether reason codes are required for bank charges that are disputed.
• Specify whether bank charges are automatically approved or closed upon approval.
• Specify whether to automatically add merchant names into the system upon import of charges.

Administrators must create at least one procurement card program and assign a Payables company to it before users can request a procurement card. Programs cannot be deleted if a card request exists or if there are open charges for the program.