Approver Responsibilities

The approver must be an employee of the University of Louisville, the University of Louisville Athletic Association, or the University of Louisville Research Foundation.

The approver's responsibility is to verify that purchases are appropriate for the funding source and are for the benefit of the university.  The approver must not be a subordinate in the direct reporting line of the cardholder.  Furthermore, the cardholder cannot be an approver of his/her own card.

The approver is required to review all monthly ProCard documentation consisting of the PNC bank statement, Transaction Summary Log (TSL), and original itemized receipts.  This review must be completed by the 15th of the month following the end of the billing cycle and should be clearly documented on the TSL with the approver's signature and the date of the review.  If an approver chooses to perform the optional PeopleSoft online approval* of transactions, this process must be completed by the monthly close-out date.  When the approver is also acting as the reconciler, he/she must adhere to the reconciler responsibilities in addition to the approver responsibilities.

The approver must first pass the ProCard Policies/Procedures Test  with a score of 100% before he/she can be added to a card.

Instructions for Reallocating and/or Approving Transactions in PeopleSoft

*Optional online approval:  Approvers should complete PeopleSoft training if they would like to review/approve transactions in PeopleSoft.  This is a voluntary process for approvers; the approver's primary role is to review and sign-off on the monthly hard copy documentation - Transaction Summary Log, receipts, bank statement.  Non-PeopleSoft approvers should complete this form prior to completing the ProCard application.

The OnBase Monthly Activity Report (MAR) Quick Start Guide for Approvers can be found here