Macalester College Pcard User Agreement

Macalester Pcard User Agreement

My Macalester Purchasing Card (Pcard) is provided based on my need to operate on a daily basis and to purchase materials for Macalester College. I understand this is not an entitlement nor reflective of my title or position. My Pcard may be revoked at any time without my permission.  By accepting the Pcard,  I will comply with Macalester College policies and policy guidelines, which can be found on the Business Services webpage.

I understand that: 

  1. My purchases with the card create a financial commitment on behalf of Macalester College.
  2. Striving to obtain the best value for Macalester College will be exercised for all purchases.
  3. Adherence to Macalester College policies and guidelines will be followed.
  4. Failure to follow the College’s policies is considered a misappropriation of Macalester College funds.
  5. Audits will be performed by Business Services and monitored for compliance with College policies.
  6. The Pcard is issued in my name and I am responsible for any and all charges against the Pcard, regardless of whether they are made by me or by another individual that I have authorized to use my Pcard.  I will inform other individuals authorized to use my Pcard that they must notify me of all purchases, obtain receipts, and provide a description of their purchases.  I will collect all receipts and submit them with my monthly statement review. If an authorized user does not follow these policies, I will revoke their privilege.
  7. I am not financially responsible for payment nor is my personal credit rating affected by having a Macalester College Pcard issued in my name.
  8. I will receive a monthly statement that I will reconcile in a timely manner  according to the monthly deadlines outlined by the Pcard Administrator. I will make any coding changes to the expenses as needed, and resolve any discrepancies by either contacting the merchant or Wells Fargo bank myself. I will retain and submit all receipts for all purchases regardless of dollar amount. Should I lose a receipt or be unable to obtain one, I will note this in my transaction description and submit a Missing Receipt Declaration if the purchase was $50 or more (unless the purchase was made with federal grant funds; all purchases of this type require a Missing Receipt Declaration for each missing receipt regardless of dollar amount).
  9. Failure to reconcile my monthly statement for 2 consecutive months will result in a warning. Failure to reconcile my monthly statement for 3 consecutive months will result in my Pcard being revoked, and I will not be eligible to hold any future Macalester Pcards.
  10. Incidental personal charges made either in error or in relation to Macalester related travel or activities must be resolved in the month in which they occur via the Personal Expense function of the reconciliation process. Personal charges that are not resolved in the month in which they occur and/or regular intentional personal use of a Macalester PCard is considered a misappropriation of Macalester College funds and will result in corrective action, up to and including termination of employment. 
  11. Should I use the Pcard for personal purchases, Macalester College shall have the right to collect any amounts owed, including but not limited to charges incurred from collection agencies, internal administration costs, court costs, etc. Said funds may be deducted from my paycheck and the laws of the State of Minnesota shall govern the enforceability of deductions.
  12. I will surrender the Pcard immediately to my Supervisor upon termination of employment, whether for retirement, voluntary, or involuntary reasons.
  13. If my Pcard is stolen or lost, I will make every effort to immediately notify Wells Fargo bank within one (1) hour from the time of theft or upon realization of losing my Pcard, by calling 1-800-932-0036. After I have reported the loss of my Pcard, I will notify the Macalester College Pcard Administrator by emailing [email protected].
  14. Macalester College is liable for ALL charges that occur from the time a Pcard is lost or stolen until the time the loss is reported to Wells Fargo. Therefore, I understand that if I do not notify Wells Fargo bank immediately within one (1) hour from time of theft/loss by calling 800-932-0036, my department may be held liable for the fraud activity. Failure to report fraudulent activity and assist with the resulting fraud case may result in pcard revocation.
  15. I will regularly monitor my account for fraudulent activity, including during time periods I’m not making any purchases. I will sign up for fraud alerts and respond to them as soon as possible. If I notice a transaction in my account that I don’t recognize, I will consider first whether I authorized another person to use my Pcard and collect any applicable information from them. 
  16. Macalester College is liable for ALL fraudulent charges if they are not reported within 60 days. Therefore, I understand that if I do not notify Wells Fargo bank within this timeframe by calling 800-932-0036, my department may be held liable for the fraud activity. Failure to report fraudulent activity and assist with the resulting fraud case may result in pcard revocation.

Please contact the Pcard Administrator at [email protected] or (651) 696-6558 with any questions.