P-Card Setup - Applying for a P-Card Role

Individuals interested in becoming a Cardholder must have the approval of their Department P-Card Administrator (DPAD). In-person hands-on training is required before a card is issued.  In addition, Cardholders must complete the Reconciling P-Card Transactions web-based training once directed to do so by ARC Security.

 

To apply for a P-Card, Cardholder Role:

  1. User (cardholder) completes the Financial Systems Security Application available through Service Now.  (Please check all P-Card roles that apply, e.g., Cardholder, Reconciler, Reviewer or Approver.) Note: Most cardholders are also reconcilers- please ensure both roles are selected on the form
  2. Security Application is routed to DAF Administrator for approval
  3. Once the DAFFEE grants approval, the security form is routed to the ARC Secuirty Team  for review and notification of any ARC required trainings for requested roles.
  4. Once the training is successfully completed, the P-Card Team is notified via ServiceNow that a P-Cardholder Role has been assigned
  5. P-Card Team generates an “auto” email to the user inviting the user to complete the online P-Card application
  6. The user completes the application indicating they require a card, also indicating any special privileges (food or hotel)
  7. User must designate the appropriate reconcilers and approvers assigned to the User’s P-Card
  8. The application is routed to the appropriate Departmental P-Card Administrator (DPAD) based upon the user’s home department
  9. Application is returned to the P-Card Team for processing
  10. Once application is fully processed, Cardholders is invited to instructor-led hands-on P-Card Holder TrainingNote: Please DO NOT sign up for this training until you receive an invitation from the P-Card team, which signifies your application has been completely processed.
  11. Cardholder attends hands-on P-Card Holder Training and receives P-Card at the conclusion of Training
  12. Cardholder will also need to complete the Reconciling P-Card Transactions web-based training and receive atleast a 90% on the related knowledge assessment.

 

Questions?  Contact the P-Card Team

 

Individuals requiring ARC Role(s) of Reconciler, Reviewer or Approver must have the approval of a DAFEE Administrator.  Reconcilers, Reviewers and Approvers are required to complete the Reconciling P-Card Transactions web-based training once directed to do so by ARC Security. 

 

To apply for an ARC P-Card Role (Reconciler, Reviewer or Approver):

  1. User (Reconciler, Reviewer, and Approver) completes the Financial Systems Security Application available through Service Now http://finance.columbia.edu/content/finance-service-center
  2. Security Application is routed to DAFFEEAdministrator for approval
  3. ARC Security directs user to complete the Reconciling P-Card Transactions web-based training.  User must score 90% or above to be granted the ARC role.
  4. Once training is completed, ARC Security grants user the ARC role (allow 3-4 days).
  5. P-Card DPAD submits a request to the P-Card Team to add Reconciler, Reviewer, or Approver to assigned card(s).

 

Questions?  Contact the P-Card Team

P-Card Modifications

Modifications to a user's P-Card privileges must be requested by the user's DPAD.  A DPAD may request modifications such as:

  • Change in monthly cycle limit
  • Addition of local hotel privilege
  • Addition of food privilege

 

To make a modification request, the DPAD must submit the request to the P-Card TeamThe DPAD should include the cardholder's name, uni and the requested modification. Once the modifications have been completed, the P-Card Team will notify the DPAD. 

Related Policies & Procedures
Related Training