A. Card Renewal

New cards are automatically reissued to all active cardholders in good standing who meet minimum spend thresholds prior to the expiration date. The card expires on the last calendar day of the month listed on the card. PCards are good for a three-year period. A renewal PCard is mailed directly to the SDSURF Payment Services Manager. The PCA will contact the cardholder and make arrangements for pick up by the cardholder. The cardholder is required to turn in the expired card prior to receiving the new card. New cards will only be issued to cardholders who are current with the procedures established by SDSURF.

Cardholders who do not receive a card before the current one expires should contact the PCA for assistance. Cardholders are responsible for picking up and activating renewal cards within 30 days after notification. Cards that have not been picked up within 30 days will be destroyed. Refer to card activation instructions that are affixed to the new PCard in section 6.B “Activation of the PCard”.

B. Credit Limit Change - Temporary

Cardholders may need to change the single purchase limit or monthly credit limit from the original pre-authorized limits. Requests for changes may be temporary or permanent. Temporary changes are set to expire within a short time frame to mitigate risks of misappropriation of SDSURF assets. Requests for changes in credit limits must be in writing using the Cardholder Maintenance Form and be approved by the PI/PD. Additional approval of the Director of Sponsored Research Administration or CFO or designee may also be required. Once the appropriate and authorized approvals are obtained, the request is submitted to the PCA for processing.

C. Merchant Authorization Controls

On occasion, a cardholder may have a need to request a one-time override of a merchant code in order to make a valid, necessary purchase for their project needs. Requests should be directed to the PCA. Upon approval, the PCA contacts the bank to issue the override. Overrides are temporary and are reset once the purchase transaction is complete.

D. Replacement of Worn-out/Defective Cards

To replace a PCard card that is worn out or defective, the cardholder must contact the PCA to request a replacement card. The PCA notifies the cardholder when the replacement card is available for pick-up or delivery.

F. Changes in Cardholder Status

As cardholder information changes, the cardholder is responsible for contacting the PCA in writing using the Cardholder Maintenance Form to ensure that the most current information is on record (i.e., name change, address change, phone number change).

G. Review of Inactive PCard Accounts

Periodically, the PCA reviews data regarding PCard account activity and notifies the appropriate PI/PD or cardholder regarding cardholder accounts that have not been used during the past six months. Inactive cards may be terminated. The review of inactive PCard accounts is important to ensure that inactive cards have not either been misplaced or exposed to the risk of inappropriate use.