Cardholder Misuse

Payment of Monthly Statements

Audit Procedure

All cardholders are required to undergo yearly audits on Purchasing Card expenditures in order to ensure that cardholders are compliant with Purchasing Card policy and procedures. Each cardholder will be placed in an audit month based on the department under which their Purchasing Card is listed. The cardholder is required to turn in all their statements, logs, and receipts for the past year to the Purchasing Card auditors within the first two weeks of the month in which they are to be audited.

The Purchasing Card auditors will review each transaction made during the past year to determine compliance with Purchasing Card procedures. A point system has been established to track violations of Purchasing Card Procedures. As violations are found in the audit process, points are assessed. If a cardholder reaches 150 points, the cardholder will be required to attend a training meeting, which will reduce their points by half, and will be placed on probation, receiving either quarterly or semi-annual audits for the next year based on the seriousness of the violations.

Violations and the corresponding points are listed below:

Attending a training meeting or receiving a zero on a yearly audit will reduce the cardholder’s points by half. Habitually exceeding the point limit of 150 will result in card deactivation and revocation of card privileges.

Cardholder Misuse

Payment of Monthly Statements