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Comprehensive Guide to Procurement Card Program Responsibilities and Compliance

This guide outlines the essential responsibilities of approving officials and cardholders in the Procurement Card Program. It covers verification of log sheets and statements, documentation requirements, and procedures for reporting issues like lost or stolen cards. Additionally, it addresses the protocols for handling violations, inappropriate purchases, and personal reimbursements, emphasizing the importance of compliance to avoid consequences such as termination or legal action. Understanding these guidelines is crucial for maintaining integrity and efficiency within the program.

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Comprehensive Guide to Procurement Card Program Responsibilities and Compliance

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  1. Approving Official Training

  2. 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.

  3. 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.

  4. Documentation Requirements

  5. Log Sheet

  6. 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)

  7. 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

  8. Food Vendor Purchases • Requires an Official Function Form • Keep with Procard Records

  9. Flowers and Gifts • Not Acceptable per the MSC Official Function Policy

  10. Violations and Consequences

  11. 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

  12. Personal Purchases • Reimburse MSC immediately • May lead to card cancellation • Possible investigation and could result in termination and/or criminal prosecution

  13. Split Purchases • Written warning to Cardholder with first offense • Subsequent violations, may lead to revocation of Procard

  14. Inappropriate Purchase • Written Warning to Cardholder • Cardholder required to receive additional training • Continued misuse will result in cancellation of Procard

  15. Cash or Cash Type Transactions • Card Cancellation • Possible investigation and/or criminal prosecution

  16. Determine Status by Violation Type

  17. 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

  18. Violation Types: Unreimbursed Personal Purchase Cash or Cash-type Transaction Procard Will Be Revoked

  19. 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.

  20. When Do I Start? Beginning with the cycle ending April 15, 2011

  21. Thank You!

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