Department administration is responsible for:
Corporate Card transactions must be approved by the cardholder's immediate supervisor or a senior official in the department (e.g. Department Chairs should have transactions approved by their Dean and Deans should have transactions approved by an official in the proper Management Center.) The approval authority may be delegated, with the understanding that the individual will report any findings or gross observation to a senior official in the department.
If the delegated approver is a PARIS administrator who is employed in an administrative support capacity, a second review or approval by a senior departmental administrator is required. The second review may take place as part of the monthly review and approval of the department's financial statements and must be documented by the approver's signature and date approved. Documentation of the review must be retained in the department.
Under no circumstances may a PARIS administrator, who is a cardholder, approve his or her own transactions, or those of a supervisor.
Corporate Card approval can be demonstrated by the following:
- Approver reviews, initials, and dates a paper copy of the Corporate Card statement on a monthly basis
- Approver reviews, initials, and dates a PARIS report listing cardholder transactions and the associated business purpose on a regular (monthly or quarterly) basis
- Approver, designated by the department and authorized by Employee Travel & Reimbursement to be the PARIS administrator, approves the transactions on-line.
The procedure surrounding the department's approval process must be documented in the department. The department is responsible for maintaining written proof of review/approval in accordance with either the University's or Health System's retention guidelines.
For additional information regarding corporate card review procedures, please see GAP 200.024, Corporate Card Purchases.
Receipts for Corporate Card purchases and monthly statements must be maintained in the department for seven years and are subject to audit by external auditors, internal auditors, and Employee Travel & Reimbursement.
Please see "Changes to Cardholder Profiles".
Lost or stolen cards
Please see "Cardholder Responsibilities".
Cardholders transferring to a new department or leaving Duke.
When a cardholder leaves a department or Duke, the department administrator should:
- Collect the corporate card from the employee and destroy the card.
- Send an email to Employee Travel & Reimbursement at pcard@duke.edu with the cardholder's name, the last four digits of the card number, and the reason for canceling the card.
To set up a PARIS Administrator, complete the Departmental Setup form and fax to Employee Travel & Reimbursement at (919) 681-9062.
When canceling a PARIS administrator's user rights, send an email to pcard@duke.edu and include the PARIS user's name and department.
Department administrators are responsible for obtaining the required approval signatures on the Cardholder Reinstatement form and submitting the form to Employee Travel & Reimbursement before a cardholder's corporate card account can be reinstated.
Department administrators are responsible for reporting fraudulent activity involving a Corporate Card to Employee Travel and Reimbursement.