Transcript Slide 1
Approving Official Training Your Responsibilities • Verify reconciliation of the log sheet and statement with source documentation • Identify potential problems and take action • Notify the Purchasing Department when a cardholder has a change of status • Review of documentation by the 15th of the following month for each cycle with a transaction. Cardholder’s Responsibilities • Knowing and applying the rules as set by the Procurement Card Program Handbook • Reporting a lost or stolen card immediately • Maintaining all documentation • Obtaining the Approving Official signature by the 15th of the following month for any cycle that has transactions. • Returning the card upon termination or the request of the department. Documentation Requirements Log Sheet • Statement of Account • Source Documentation Receipt Vendor Name Date of Purchase Description, Quantity and Cost Total Cost Cardholder Name Indication Paid Tax Exempt • Packing Slip (If Available) • Order Forms (If Applicable) Procard Record Management • Cardholders Responsibility to maintain in an orderly format • Maintain for Three Years • When Leaving employment or termination Records are to be delivered to the next level supervisor Food Vendor Purchases • Requires an Official Function Form • Keep with Procard Records Flowers and Gifts • Not Acceptable per the MSC Official Function Policy Violations and Consequences Failure to Provide Required Documentation • Possible investigation and could result in termination and/or criminal prosecution • Cardholder to receive written warning upon first offense • Cardholder may be required to obtain additional training • Human error and patterns of chronic abuse will be taken into consideration Personal Purchases • Reimburse MSC immediately • May lead to card cancellation • Possible investigation and could result in termination and/or criminal prosecution Split Purchases • Written warning to Cardholder with first offense • Subsequent violations, may lead to revocation of Procard Inappropriate Purchase • Written Warning to Cardholder • Cardholder required to receive additional training • Continued misuse will result in cancellation of Procard Cash or Cash Type Transactions • Card Cancellation • Possible investigation and/or criminal prosecution Determine Status by Violation Type Violation Types: Split Purchases Inappropriate Purchases Chronic Lack of Documentation Reimbursed Personal Purchase Non-compliance with Procard Policies Procard will not be revoked if: No history of chronic violations Second Offense is cause to revoke card Violation Types: Unreimbursed Personal Purchase Cash or Cash-type Transaction Procard Will Be Revoked Violation Form Instructions • Obtain a written explanation • Complete the Procard Violation Warning Form with signatures • Take the appropriate action. • Submit the original form to Purchasing with a copy filed with the cardholder log. When Do I Start? Beginning with the cycle ending April 15, 2011 Thank You!