The Baylor employee must complete and submit an application form with appropriate department and Business Officer approvals. The employee will be expected to read these procedures and required to sign the appropriate user agreement indicating the employee understands the procedures and the responsibilities of a Cardholder.
The requested card should be delivered to Procurement Services within 10 business days after application approval. However, cards will not be issued to the employee until successfully completing the required training courses.
Cardholders are responsible for all charges made on their card. The Cardholder that completes an approved application and receives their name embossed on the card is the only authorized user, no other person is authorized to use that card. Cardholders must read, understand and follow this policy and accompanying procedures. Cardholders may initiate transactions on behalf of others in his/her department; however, Cardholders are responsible for purchasing only eligible goods and services as described in this document; obtaining required documentation; and ensuring charges to restricted funds are following the terms and/or conditions of the fund. Cardholders with questions about whether certain expenditures are allowed on restricted funds must direct questions to their University Research Associate (URA) or dean’s office. Cardholders must ensure all transactions are familiar and reasonable, perform a detailed review or delegate detailed review to a designee, and provide all receipts to a reviewer before reconciling the transaction.