Approving Supervisor Responsibilities

The Approving Supervisor is Accountable
The Approving Supervisor has ultimate responsibility for all Purchasing Cards that he/she approves and is responsible for ensuring that departmental procedures safeguard use of the Purchasing Card, timeliness of reporting, and propriety of purchases in accordance with Baylor's mission, Purchasing Card policies, and within budgetary limits.

Failure to comply may result in suspension of all Purchasing Cards under that approver. Cards may be suspended by the Budget Office, Internal Audit, or the Purchasing Card Administrator.

Enrollment/Activation
Approving Supervisor signs Purchasing Card Cardholder Enrollment Form prior to submittal to the Purchasing Card Administrator.

Approver Monthly (End of Cycle) Email
An email will instruct the Approving Supervisor to review transactions on the printed Electronic Statement and Baylor Transaction Detail Report to verify that proper itemized documentation exists for each purchase. The Approving Supervisor's approval signature and date on a Cardholder's Electronic Statement indicates that the Cardholder was authorized to make the purchases and the purchases were made in accordance with the applicable procedures. See "Monthly Statement – Supervisor's Review" for detailed instructions.

The Monthly Electronic Statement and documentation is then returned to the Cardholder to file.

Review of Purchasing Card Policies
Instances of non-compliance will require additional policy review.

Compliance
The Approving Supervisor shall check the Cardholder's Electronic Statement and Baylor Transaction Detail Report and confirm the following items:

1. Cardholder has signed and dated the Electronic Statement.
2. Receipt or documentation exists for each purchase.
3. Goods were received.
4. Each purchase is in accordance with University policy and made with available budget funds.
5. Notes have been entered for each transaction listed on the Baylor Transaction Detail report.