ctcLink Reference Center9.2 Finance9.2 FIN - PurchasingP-CardsInactivating and Reassigning a Procurement Card

Inactivating and Reassigning a Procurement Card

Purpose:  Use this document as a reference for how to inactivate and reassign a Procurement Card (P-Card) in ctcLink.

Audience:  Finance staff.

When multiple cardholders possess the same card number, the card usage is managed by setting its status as Active or Inactive. Only Inactive cards can be assigned to another employee.

You must have at least one of these local college managed security roles:

  • ZD Purchasing Local Cnfig Inq
  • ZZ Purchasing Local Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Verify all current transactions have been reconciled before proceeding.

Cards are to be inactivated and never deleted. Deleting the card disconnects it from the archived, reconciled transactions.

Navigation: Purchasing > Procurement Cards > Definitions > Cardholder Profile

  1. The Cardholder Profile search page displays.
  2. Enter Search Criteria to identify your cardholder.
  3. Select Search.
  4. The Cardholder Profile Personal Data tab page displays.
  5. Select the Card Data tab.
Cardholder Profile personal tab page
  1. On the Card Data tab, locate the card to be inactivated.
  2. Select the Inactive checkbox for the card. The Status will change to Inactive and the Status Date will default to the current date.

Note: Do not back date more than one day.

Cardholder Profile tab page
  1. Confirm the Inactive box is checked, the Status is Inactive and the Status Date has been updated.
  2. Select Save.
Confirm of Inactive Card and save
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning.  Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Inactivating a Procurement Card. This link will open in a new tab/window.

Reassigning a Procurement Card

When reassigning a Procurement Card, make sure the dates do not over lap.

In the example below, Card Number ***6535 was inactivated on 10/02/2023 in the former cardholder's profile. The next day, 10/03/2023 was used for the Date Issued and Status Date fields in the new cardholder's profile.

Navigation:  Purchasing > Procurement Cards > Definitions > Cardholder Profile > Card Data tab

  1. In the Date Issued and Status Date fields, input the day following the inactivation date used in the former cardholder's profile.
  2. Select Save.
Reissued Card Profile Info page
  1. Process complete.


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