SECTION 4 – TERMS-AND-CONDITIONS FOR USING THE P-CARD (READ AND SIGN)
The Purchasing Card (P-Card) is issued directly by Wells Fargo Bank (WFB) in accordance with their commercial credit requirements.
The Business Services & Facilities Department (BSF) serves as the P-Card Office for the university. BSF will issue the P-Card, and will
notify you in writing if a card cannot be issued to you.
The P-Card is provided for your use when performing official university business. It should not be used for personal transactions.
If you need to be reimbursed for any out-of-pocket expense, or if you use the P-Card for any non-business transaction, then you must
link your P-Card and/or OOP Account to your personal bank account (checking or savings).
This information will be used to electronically credit your account for any funds owed to you by GGU, or to electronically debit
any funds from your account that you may owe the university.
Your personal account information will be safeguarded, and it will not be shared with any other GGU organization or external
agency except for WFB.
If you do not want to provide your personal bank account information, then you cannot be reimbursed for any out-of-pocket
expense, nor can you use the P-Card for any non-business transaction.
You will receive an electronic statement from Wells Fargo Bank on/or about the 20
th
of each month.
An email message will be sent notifying you that your statement is available. You will have three days to reconcile the
statement and submit all required receipts to Accounts Payable (AP).
If you have not completed the reconciliation within this timeframe, you will receive a reminder message and you then have a
three-day “grace” period to completion the reconciliation process. Failure to comply within the allowable timeframe will result
in your charge privileges being temporarily suspended until the reconciliation has been completed and approved.
Repeated failure to reconcile your monthly statement on time will result in your P-Card being permanently revoked and
possibly other disciplinary action.
The P-Card Administrators will routinely review the status of all card accounts to include the transaction details, payment history and
other related information.
Please route all P-Card Applications and requests for changes to previously issued cards to your Budget Authority. S/he must approve
all applications and change requests
The P-Card must be returned to BSF for failure to comply with the program terms-and-conditions, or at the discretion of your Budget
Authority, or when you change positions/departments, or when you leave the employ of the university. The P-Card must be
safeguarded at all times. Lost or stolen cards must be reported immediately to BSF and WFB.
I AUTHORIZE THE GGU P-CARD OFFICE TO PROCESS THIS APPLICATION AND TO ISSUE THE ABOVE NAMED EMPLOYEE
A P-CARD OR OOP ACCOUNT IN ACCORDANCE WITH THE GGU-WFB PROGRAM GUIDELINES.
______________________________________________________ __________________________________________________
SUPERVISOR’S NAME (PLEASE PRINT) TITLE
______________________________________________________ __________________________________________________
SIGNATURE DATE
______________________________________________________ __________________________________________________
BUDGET AUTHORITY’S NAME (PLEASE PRINT) TITLE
______________________________________________________ __________________________________________________
SIGNATURE DATE
BY SIGNING THIS APPLICATION, I AM APPLYING FOR A GGU-WFB PURCHASING CARD OR AN OOP ACCOUNT. I
UNDERSTAND THE TERMS-AND-CONDITIONS AS STATED ABOVE, AND WILL COMPLY WITH THESE REQUIREMENTS. I
ALSO AUTHORIZE THE GGU P-CARD PROGRAM OFFICE TO PROVIDE MY NAME, HOME ADDRESS, HOME AND WORK
TELEPHONE NUMBERS, EMPLOYEE NUMBER, AND PERSONAL BANKING INFORMATION TO WFB AS REQUIRED.
______________________________________________________ __________________________________________________
APPLICANT’S NAME (PLEASE PRINT) TITLE
_____________________________________________________ __________________________________________________
SIGNATURE DATE
SEND THE COMPLETED APPLICATION TO BSF, ATTN: P-CARD PROGRAM OFFICE.
Revised: June 20, 2003
