Systems and Procedures
A Division of The Corporate Controller's Office

Reconciler Delegation Form

Table of Contents:


Policy BS14 - Penn State Purchasing Card states that Financial Officers are responsible for the reconciliation function for goods & services transactions occurring on a Penn State Purchasing Card. In accordance with Procedure PC2009 - Penn State Purchasing Card , Financial Officer's may delegate Purchasing Card reconciling functions, duties, and responsibility to a responsible individual in the department. A Reconciler Delegation Form records this delegation from the Financial Officer for audit purposes. The Reconciler Delegation Form must be completed and signed by the Reconciler before security access to reconciler functions is requested.

General Information:

The individual being assigned the role of Delegated Reconciler must complete adequate training in the duties of a reconciler and must be familiar with University policy and procedure including X-coding.

The Delegated Reconciler, if also a cardholder, may not reconcile charges on his or her own card. The financial system has controls to prevent this. In addition, the Reconciler should not process any purchases that were made by the Reconciler for the Cardholder. Another authorized Reconciler or the Financial Officer must reconcile these transactions.

The Delegated Reconciler also has the responsible of alerting the Financial Officer of any questionable purchases and will bring all instances of misuse of the Purchasing Card to the Financial Officer's attention.

Exhibit and Instructions:

To view document exhibits, click on link below:

No associated exhibit.

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

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The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Reconciler Delegation Form
Ultimate Distribution: Retention Periods:
Original Finance Office 2 years after no longer serve as reconciler

Where to Send Completed Forms:

The completed form is to be retained by the issuing Financial Officer.

Contact Information:

For questions, additional detail, or to request changes to this form, please contact your Financial Officer.

Cross References: