P-Card Manual - IX. Enforcement

IX. Enforcement

1. Cardholders: A cardholder may have their P-Card privileges suspended or permanently revoked for failure to adhere to usage policy. Examples include, but are not limited to:

1.1. Using P-Card for personal or prohibited purchases (See Purchasing Product Approval Guide, Purchasing Policy and Expenditure Policy)

1.2. Sharing a P-Card

1.3. Not allocating transactions by established deadlines

1.4. Non-submittal of required receipts for purchases

1.5. Using improper accounting codes when allocating

1.6. Improper documentation of expenditures: 5W’s

A notification email will be sent to the cardholder and their supervisor noting the problem and the steps needed to correct it. Serious and/or repeated failures to adhere to usage guidelines may result in required training, and suspension or revocation of card privileges.

2. Approvers: Approvers are responsible for ensuring their cardholders follow policy and procedures related to their P-Card purchases. Responsibilities include:

2.1. Monitoring P-Card transactions for personal and prohibited purchases. (See Purchasing Product Approval Guide, Purchasing Policy, and Expenditure Policy)

2.2. Ensuring that cardholders perform the required monthly allocation procedures by established deadlines

2.3. Ensuring that cardholders submit proper receipts for purchases

2.4. Ensuring that cardholders properly document all purchases with the 5 W’s

2.5. Ensuring that cardholders use correct accounting codes when allocating their purchases

2.6. Approving transactions of all cardholders by the established deadline

A notification email will be sent to approvers regarding failure to appropriately monitor employees’ card transactions and the actions needed to correct it. Serious and/or repeated failures may result in required training, and suspension or revocation of card approval privileges.

3. Cancellation of P-Card by P-Card Administrator:

3.1. In cases of misuse or repeated abuse of privileges and procedures of the P-Card program, the P-Card Administrator has the authority to close the card.

3.2. Misuse of a P-Card is considered a serious policy violation. Any misuse will be reported to an employee’s supervisor. Failure to adhere to Messiah College Purchasing Policy and Expenditure Policy may result in the cancellation of P-Card privileges, an employee reprimand, or termination of employment.