What to Do When an Employee Is No Longer Assigned a Procurement Card


An employee may no longer be assigned a Procurement Card (PCard) due to the employee switching positions, moving to another agency, leaving state employment or retiring. The following steps will help you determine how to handle de-activating the existing card and setting up a new card for a new user, if needed:


  1. Contact the card issuer, this is currently UMB, and request that the card be canceled.
  2. Log into SMART and change the expiration date to the last date that the employee is eligible to use the PCard:

     
    Navigation:
    From the Home page in SMART, click the 'Purchasing' link on the left navigation menu, then click 'Procurement Cards', then click 'Definitions' then click the 'Cardholder Profile' link.

    Enter the expiration date in the 'Expiry Date' field:


Image of the Card Data tab

3. Click Save.The PCard will no longer be an available option when selecting a PCard from a Requisition or a Purchase Order on, or after, the 'Expiry Date' entered.

4. If a new employee will be issued a PCard, contact the card issuer, this is currently UMB, and request that a new card be issued.


Important Warnings
:


  1. PCards should NOT be deleted from SMART.When the connection is broken between the PCard Holder Profile and the PCard transactions, the PCard transactions are no longer accessible online and outstanding PCard transactions cannot be reconciled.

     

  2. PCards should NOT be transferred to another employee/PCard Holder profile.When the connection between the PCard and the PCard Holder Profile is broken, the PCard transactions are no longer accessible online and outstanding PCard transactions cannot be reconciled.

     

  3. If an Employee ID is inactivated in SHaRP due to retirement or the employee leaving state employment, the connection between the PCard Holder Profile and the PCard transactions is broken.All outstanding PCard transactions for these employees should be reconciled and paid as soon as possible.


NOTE
:
  A modification was applied to SMART that removed the ability for agencies to delete PCards from PCard Holder Profiles.