Common Procurement Card Issues
Cardholder not keeping the Procurement Card and the Card Account Number CONFIDENTIAL. The only person authorized to use a Procurement card is the person to whom the card is issued i.e. No sharing of account numbers via e-mail, no copies of card should be made to unauthorized users, no verbal sharing of account number or handing the physical card to other employees.
Cardholder not maintaining an ACTIVITY LOG. Each cardholder should maintain an activity log of all procurement card transactions.
Cardholder using card for personal use. The use of Procurement cards should be for UNIVERSITY BUSINESS only. No personal use allowed.
Cardholder not maintaining supporting documents or maintaining incomplete supports for each transaction. Cardholders should maintain ALL supporting documents for each transactions i.e. receipts, packing slips, confirmation information etc. and all document must have amount that agree to charges on statement. For a supporting document to be complete it must show the amount, date, description of items and vendor name.
Cardholder not maintaining supporting documents for 7 years. ALL supporting documents should be retained for 7 years. (A central location is recommended)
Cardholders making unallowable charges on card. Cardholders should make purchases in accordance with established University Procurement Card guidelines. (No travel, hospitality, entertainment expenses, alcoholic beverages, cash advances, telecommunications, automotive repairs, controlled substances etc)
Cardholders are also their own verifiers. Cardholders should not be their own verifier. Verifiers should be someone who possesses adequate understanding of policies, procedures and federal regulations regarding allowable charges vs. non-allowable charges.
Cardholders are not performing monthly reconciliation in a timely manner. Monthly reconciliations should be performed on a timely basis.
Cardholders ship items purchased to their personal address. Purchases must be SHIPPED to UNIVERSITY ADDRESS only.
Cardholders split transactions to evade the maximum per transaction dollar limit. Cardholders should NOT SPLIT TRANSACTIONS to evade the per transaction dollar limit of $2,500.
Cardholders are not informing purchasing services in a timely manner when card is lost or stolen. Cardholders should inform purchasing services in a timely manner.
Terminated employees have access to the EASY system. Terminated employees should not have access to the EASY system and the procurement card should be deactivated in a timely manner once employee is terminated.
Transactions are not being properly applied to correct objective code. ALL transactions should be properly applied to the CORRECT OBJECTIVE CODE via the EASY system.
Sale taxes are being charged to the procurement card. The University is a tax exempt organization and all transactions being charged to the P-card should exclude sales taxes.