Cardholder

A. Cardholder Responsibility

The cardholder is responsible for ensuring the accuracy and compliance of all PCard transactions.

1. Cardholder Responsibilities:
   1. Signing the Cardholder User Agreement and agreeing to comply with the terms and conditions.
   2. Reviewing each transaction in the SUNY FMS (Finance & Management System) and Cardholder Statement for validity, and assigning the appropriate fund information within published deadlines.
   3. Reconciling itemized receipts and appropriate supporting documentation.
   4. Preparing the monthly reconciliation packet, forwarding it to the approving Supervisor, and then emailing the completed package in PDF file format to CardServices@downstate.edu within published deadlines.

B. SUNY Portal - Financial Management Systems (FMS)

All PCard transaction reviews and certifications are performed within the SUNY Financial Management System.

1. SUNY Employee Services Portal Login Instructions:
   1. Access requires a valid DHSU email and password. For login assistance, contact Robert.Robinson@downstate.edu
2. Login Steps:
   1. Navigate to the SUNY Employee Services Portal.
   2. Enter SUNY Downstate Email: Firstname.Lastname@downstate.edu.
   3. Enter SUNY Portal Password.
   4. Select the Finance & Management System (FMS) link located under Business Systems Applications.

C. Cardholder Statement

The Cardholder Statement provides a detailed view of all PCard transactions for a given billing cycle.

1. Accessing Cardholder Statement:
   1. Navigate to the Finance Drop-down Menu.
   2. Select "Cardholder Statement" under the Procurement Card heading.