Change in Cardholder Employment Status/Cardholder Information
Modification of Cardholder Information
All changes to a Card must be submitted on a Modification of Cardholder Information Form (.doc, .pdf) and must be routed to the appropriate accounting office for approval. This includes personal ID changes, credit limit increase/decreases, Banner access changes, and optional card limits.
Employees who are terminating employment, either voluntarily or through retirement, must notify the Purchasing Card Administrator at least 10 working days prior to leaving the University. Purchasing Cards for such terminating employees will be cancelled upon receipt of notification of termination.
In the event of an involuntary termination, the Cardholder, Dean, Director, or Department Head must immediately notify the Purchasing Card Administrator in the Purchasing Department and take possession of the Purchasing Card.
All paperwork including receipts/logs must be turned in or arrangements made with supervisor who will be assuming responsibility for submitting required documentation. A memo from the supervisor accepting responsibility is required.
Employee Transfer to Another Department
In the event that a Cardholder transfers to another department within UNM, the Cardholder must notify the Purchasing Card Administrator 10 days prior to the date of the transfer.
Cardholders who do not notify Purchasing of a transfer 10 days in advance are not eligible to obtain a new PCard for the new department for 30-60 days. The Purchasing Card is specific to a department and that department's accounts and cannot be transferred to another department. A department that has an employee transferring from another department who was a Cardholder in the previous department can request that the employee be issued a new Card by following the procedure for Obtaining a Card. A new Application for a Purchasing Card (.doc, .pdf) must be completed and submitted by the new department.
Notification to the Bank
The Purchasing Card Administrator will notify the bank of Card cancellations.