Transfer/Leave GW
If a P-Card holder is transferring departments or leaving GW, he/she is not able to keep their assigned GW P-Card.
Transferring
If a GW P-Card user transfers to another department, they must contact the P-Card Department prior to their final day in their old position via email only, addressed as follows:
- Email to: pcard
gwu [dot] edu (pcard[at]gwu[dot]edu) - CC to: your Financial Director
- Subject: Cancel P-Card Account
The P-Card user must include the following information in the body of their email: Indicate that the GW P-Card (include the last 4 digits only) that was assigned was destroyed. They must indicate what transactions are outstanding and not reconciled with Accounts Payable. The P-Card holder will be responsible for reconciling these and any transactions they incurred for GW. The P-Card Department will then cancel their assigned P-Card and their Financial Director (who must be CC'ed) will be responsible for any additional information on the email.
To obtain a new P-Card, a separate transaction/email is needed from the user and FD in conjunction with the GW Procurement Card Application process.
Leaving GW
If a P-Card holder is leaving GW, they must notify the P-Card Office prior to leaving GW via email only, addressed as follows:
- Email to: pcardgwu [dot] edu (pcard[at]gwu[dot]edu)
- CC to: your Financial Director
- Subject: Cancel P-Card Account
The Cardholder must include the following information in the body of the email: Indicate that the GW P-Card (include the last 4 digits only) that was assigned was destroyed. Include the information of any outstanding transactions that are not reconciled with Accounts Payable. This information should include the dates of these transaction, business reason, attendee’s names (if needed), Itemizations (if needed), Oracle Alias (if charges should be assigned to another) and any other information needed for these transactions. All receipts for these transactions must be included as attachments.
The P-Card Department will then cancel the assigned P-Card and the Financial Director (who must be CC’ed) will use the additional information to reconcile the outstanding transactions. The FD must then email the P-Card Department indicating a Delegate (GW Employee) who can be assigned to this employees account in order to finished any unreconciled P-Card transactions that are outstanding. The Expense Report Administrator will assign this Delegate to the account and will notify the FD when complete. At that time, the Delegate is responsible for reconciling the former employee's P-Card transactions and the FD is responsible for ensuring that the Expense Report is submitted in a timely manner.
NOTE: For your protection and GW’s it is required that this information is done via email to the P-Card department and your Finance Director/Manager as opposed to verbal notification. These steps are taken to ensure the integrity of the P-Card Office, in keeping with the fiduciary duty of Procurement.