Changing Pcard Information

Changing an Account Number on a Pcard
If the MSU account number that was designated on your Pcard has changed or expired, it is the unit’s responsibility to inform the Pcard Team of the change prior to the expiration date. To request a change to an account number, the Fiscal Officer or cardholder must process a Procurement Card Maintenance Document (PCMD) in KFS (located in the Finance folder under Lookup and Maintenance).

Changes to Contract and Grant accounts will be ad hoc routed to the CGA office for approval by the Pcard Team. Please note requests made via the PCMD will not be changed with the bank until the Pcard Team has approved the e-Doc. The Pcardholder and default account Fiscal Officer will receive an FYI once the Pcard Team has approved the e-doc for notification that the request was completed.

Changing the Monthly Spending Limit

All monthly spending limits are subject to the final approval by Purchasing and/or Contract and Grant Administration. To request an increase in a monthly spending limit on a Pcard, the Fiscal Officer or cardholder must process a Procurement Card Maintenance Document (PCMD) in KFS (located in the Finance folder under Lookup and Maintenance). Spending limit changes to Contract and Grant accounts will be ad hoc routed to the CGA office for approval. 

Limits Over $25,000

A monthly spending limit of $25,000 or greater requires the approval of the Dean, Director, or Chairperson. Fiscal Officers will need to ad hoc route the PCMD to that person, who should make a note in the Notes and Attachments in the PCMD authorizing the change. Once approved by the DDC, the FO should submit the PCMD for processing. 

Requests made via the PCMD will not be changed with the bank until the Pcard Team has approved the e-doc. The Pcardholder and default account Fiscal Officer will receive an FYI once the Pcard Team has approved the e-Doc for notification that the request was completed.

Changing Pcardholder Information

It is the responsibility of the Pcardholder or Fiscal Officer to keep the cardholder’s address and other information up to date in the Pcard maintenance table record. When opening a PCMD to either create a new card or edit an existing card, the system will auto-populate the address field with data from the MSU employee system of record (Human Resource) application. If this address is no longer correct, you must first have it updated in the HR system before proceeding. To do this, contact your Unit Administrator to update the information in HR. Once the HR records are updated, you can then proceed with creating or editing your Pcard.

Keeping your Pcard maintenance record up to date will ensure that you receive renewal cards in a timely manner, the bank will be able to contact you promptly in the event of possible fraud against your card and you won’t miss out on important communications regarding MSU Pcards.  HR Unit Administrators, view PDF instructions for updating the employee’s business address in the HR system. 

For additional information on how to change Pcard information, view our PDF tutorial.