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Loyola University Chicago

Financial Services

Procard Policy & Procedure Manual

Comprehensive Program Policy & Procedure

Table of Contents

  1. Procedure Statement
  2. To Whom this Procedure Applies
  3. Responsibility
  4. Procurement Card Benefits
  5. Procard Issuance and PNC ActivePay Access
  6. Safeguarding ProCards & Account Information
  7. Limitations and Restrictions
  8. Accounting Information
  9. ProCard Usage Guidelines
  10. Documentation Requirements
  11. Monthly Reconciliation, Documentation, Submission & Approval
  12. Policy Enforcement
  13. Appendices (see Supplement)
  • Contacts
  • Definitions
  • Forms & Documentation
  • References
  • PNC ActivePay: Overview
  • PNC ActivePay: Reviewing & Approving Transactions
  • PNC ActivePay: Generating & Scheduling Reports

 1.  PROCEDURE STATEMENT    

The purpose of this statement is to describe the application process, usage guidelines, and reconciliation and approval processes for Loyola University Chicago’s Procurement Card (ProCard) Program.

This document promotes the proper stewardship and general guidelines for University ProCard usage as it pertains to the appropriate and legal uses of LUC funds. The University receives, from a variety of sources, funds that carry with them certain fiduciary responsibilities. Inherent in these responsibilities is the requirement to operate the institution under guidance set forth by the Board of Trustees, to follow Generally Accepted Accounting Principles (GAAP), and to comply with all federal, state, and local rules and regulations, while supporting the University’s mission.

The ProCard Program is designed to provide an efficient way to procure business related goods and services and to directly pay for travel and business related expenses. Full time faculty or staff  purchasing small dollar goods or  traveling on Loyola University business are expected to be the primary users of the ProCard. Under this program, cardholders can charge qualified purchases and expenses directly to the ProCard, rather than paying out of their own pocket. Furthermore, a cardholder’s personal credit is not affected, even though ProCards are issued in an employee’s name. Instead, all ProCard transactions are billed centrally to the University and paid directly to the card-sponsoring bank.

Important Note:  This ProCard program is not intended to circumvent any established LUC Finance or Purchasing departmental policies or procedures.  Purchasing done on the ProCard must be within the limits as described by existing University policies and procedures (see References – Appendix D).

2.  TO WHOM THIS PROCEDURE APPLIES    

3.  RESPONSIBILITY    

The President, Vice Presidents, Deans and Directors are responsible for assuring that within their administrative units or colleges/schools:

Note: Contingency, grant, gift, start-up  and funds from research stimulation are University funds, and are subject to the restrictions outlined in this document.

Caution: Colleges/schools, individual departments, or sponsoring programs may have more restrictive policies and procedures regarding travel and business expenses, but in no case will any unit be less restrictive than what is described in this procedure.

3.1. GENERAL RESPONSIBILITIES

Participation in the ProCard program is a convenience that carries many responsibilities. All University policies and procedures related to the procurement of goods and services, travel and other business related expenses, including the accounting for such expenses, must be followed. Furthermore, ProCards are University property, even though issued to an individual, and may never be used to make personal purchases. Non-compliance with University policies and procedures or blatant misuse of the ProCard will result in suspension of ProCard privileges and, in some cases, may result in disciplinary action including termination.

3.1.1. CARDHOLDER RESPONSIBILITIES

Cardholders must: 

3.1.2 SUPERVISOR AND APPROVER RESPONSIBILITIES

To provide oversight, ProCard approvers cannot be a subordinate of the cardholder or the beneficiary of the transactions being approved. The ProCard approver must review all ProCard transactions and confirm that all purchases and expenses:

4.  PROCUREMENT CARD BENEFITS    

The goal of the Procurement Card Program is to streamline the procurement process while improving the flexibility and speed with which goods and services are received. With the approval of the manager, the ProCard is intended for any full-time faculty or staff member authorized to make University purchases. With a few exceptions, the card should be used whenever possible to make University purchases and to pay for University-related travel and business related expenses.

4.1. OVERALL ADVANTAGES

4.2. ADVANTAGES TO THE CARDHOLDER

4.3.  ADVANTAGES TO THE APPROVER

4.4.  ADVANTAGES TO THE UNIVERSITY

5.  PROCARD ISSUANCE AND PNC ACTIVEPAY ACCESS    

5.1.  NEW PROCARD REQUEST

ProCards will only be issued to full-time Loyola University Chicago faculty or staff who have a consistent and genuine spending need and who obtain approval from a direct supervisor and/or upper management. ProCards will not be issued to part-time employees, on a temporary basis or for one-time spending needs.

To request a new ProCard, individuals and their supervisors must complete the ProCard Application form and must provide a justification and description of anticipated spending needs.  Applications can be sent to the PCA (via e-mail, fax or inner campus mail) for evaluation, approval and issuance. Once the PCA has approved and processed the ProCard application, the cardholder will be asked to attend a Procurement Card introduction and training session where they will sign the Procurement Card Employee/Cardholder Agreement and receive their card. Before being used, all ProCards must be activated by calling the toll-free number printed on the card. For verification purposes, the cardholder will be asked to provide the last four digits of his/her social security number and/or mother’s maiden name.

ProCards will be issued in the employee’s name, however personal credit history will not be checked, nor will use of the ProCard affect the employee’s personal credit history.  Loyola University Chicago is responsible for payment of all ProCard transactions.  New ProCards may take 7-10 business days from when the application is processed.

5.2.  EXPIRED CARDS

PNC Bank will automatically renew and issue cards upon expiration.  These cards will be sent to the PCA who will facilitate distribution.  Reissuance of cards scheduled to expire will occur one (1) month prior to the stated expiration date.

5.3.  NAME CHANGES

Requests to receive a new card in order to reflect a name change (e.g., surname changes due to marriage) should be e-mailed to the PCA e-mail box atProCard-Admin@luc.edu. Changing a name on a ProCard will not require a new 16-digit credit card number.

5.4.  NEW PLASTIC

Anytime a card will not swipe or when the 3-digit CVC/CVV code on the back of the card cannot be read, cardholders should request that a new plastic be issued.  These requests can be e-mailed to the ProCard Administration e-mail box atProCard-Admin@luc.edu.  The issuance of new plastic will not require a new 16-digit credit card number.

5.5.  ACTIVEPAY ACCESS

All cardholders and their supervisors and managers will be given access to view ProCard transactions online atwww.pncactivepay.com.  To access this site, an Organization ID (Loyola), a User ID and a Pass Phrase must be entered.

5.5.1.  PASSWORD RESETS

Requests to reset a forgotten or misplaced password can be e-mailed to the ProCard Administration e-mail box at ProCard-Admin@luc.edu.

6.  SAFEGUARDING PROCARDS & ACCOUNT INFORMATION    

Cardholders are primarily responsible for safeguarding the ProCard and must do their part to mitigate the risk of ProCard exposure. The following guidelines have been established by the Payment Card Industry Data Security Standards (PCI-DSS) and other related University policies:

6.1.  PROCESSING TRANSACTIONS, MAKING PAYMENTS OR PLACING ORDERS

It is a violation of the ProCard policy to share the physical card and/or card number with anyone (e.g., supervisors, co-workers, family members, friends, etc.). Transactions made with a ProCard should ONLY be processed by the person to whom the card was issued. Moreover, ProCards cannot be transferred from one employee to another (when someone leaves the University, changes departments or no longer requires a ProCard), as they are issued to an individual and not to a department (see 5.1. NEW PROCARD REQUEST).

6.2.  E-MAIL AND INTERNET SECURITY

Because e-mail lines are not secure, cardholders should NEVER e-mail their full 16-digit ProCard account number to anyone (including both external merchants and internal Loyola ProCard Administrators, supervisors or approvers). When completing online ordering at merchant websites, cardholders must always verify that the website address begins with “https”. The “s” indicates that the website is secured and encrypted. If the website address begins with only “http”, it is NOT secured and encrypted and using it can compromise your ProCard account number.

6.3.  STORAGE OF PROCARD ACCOUNT INFORMATION

When storing ProCard statements and documentation, cardholders must ensure that full 16-digit credit card numbers are not listed on ProCard receipts, invoices or registration/order forms.  When full 16-digit account numbers are displayed, cardholders must redact account numbers so that only the last four digits are visible.  Furthermore, cardholders should never photocopy the front and/or back of a ProCard or store ProCard expiration dates or 3-digit CVC/CVV codes.  Moreover, ProCard account information (full 16-digit account numbers, expiration dates, 3-digit CVC/CVV codes) may NOT be stored electronically on a University computer, server, electronic flash drive or optical storage device (e.g., CD or DVD). Instead, ProCard documentation should be marked confidential and stored in a secure place, behind a dual level of security (in a locked drawer/file cabinet, in a safe bolted to the floor, in a locked office, or behind a badge secured area).  The destruction of any historical ProCard documentation (older than 7 years) that contains credit card information must be destroyed by a cross-cut shredder.  If a company is hired to shred the documentation, a representative from your department must watch the hired company shred the documentation using a cross-cut shredding machine and documentation should be kept to support the witnessing of the document destruction.

6.4. LOST, STOLEN OR COMPROMISED PROCARDS

To prevent University (i.e., the cardholder’s department) liability for fraudulent transactions, it is extremely important to act promptly in the event a ProCard is lost, stolen or compromised.  PNC Bank should be notified immediately at 800-685-4039. Once reported, PNC Bank will automatically issue a new 16-digit ProCard account number and will send a new ProCard to Loyola’s PCA.  After reporting the lost, stolen or compromised card to PNC Bank, cardholders should complete a Transaction Dispute Form and submit it to PNC within 60 calendar days. It is the cardholder's responsibility to resolve all fraud issues. 

7.  LIMITATIONS AND RESTRICTIONS    

7.1.  MONTHLY CREDIT LIMITS, SINGLE TRANSACTION LIMITS AND DAILY TRANSACTIONS

ProCard monthly credit and spend limits are determined during the application process by the cardholder’s supervisor, department head and/or  approvers and are approved by the PCA.  All applications will be subject to certain limit defaults:

Any single transaction over $5,000 must be approved in advance by PCA.  In addition, any transactions processed as an exception to the above limit must be reviewed and approved by two different individuals (i.e., Cardholder and ProCard approver), meeting the university's dual-signature policy for large dollar value transactions.  Please note: requests may denied and alternate payment methods recommended by the PCA.

Splitting or dividing a payment into several smaller transactions to bypass the single transaction limit on the ProCard is NOT allowed.  The full amount of a transaction must be charged at one time.  For example, having a vendor charge three separate transaction of $3000 to payment of a $9000 invoice is not allowed. 

Important Note: Certain Travel and Conference Registration expenses are allowable based on the vendor’s billing method.

In addition to an overall monthly credit limit, ProCards can also be set-up with limit restrictions to the ‘Travel and Entertainment (T&E)’ type purchases and ‘General Procurement (GP)’ type purchases groups.  A card can have an overall monthly credit limit that is broken down based on a cardholder’s spending needs (e.g., Monthly Credit Limit- $2500: T&E - $1000, OP - $1500).

7.1.1. REQUEST FOR LIMIT INCREASE

Requests to temporarily or permanently increase a ProCards monthly limit, or to remove/change any other restrictions, must come from a cardholder’s supervisor, department head and/or ProCard approver. These requests must be justified and done in writing, via e-mail to the PCA.  Final approval for a limit increase, or for changes to the restrictions placed on a card, will be determined by PCA.

7.1.2. AVAILABLE BALANCE INQUIRES

Inquiries about a ProCard’s current available balance can be accessed through PNC ActivePay or by contacting PNC Bank directly.  When calling PNC Bank, the customer service agent may ask for the cardholder’s ‘Unique Identifier’, which are the last four digits of the cardholder’s SSN.

Important Note: When calling PNC Bank  to determine a ProCards available balance, cardholders should determine the amount of credit available on the ProCards monthly limit and the amount of credit available in the T&E and GP purchase types.  In order to complete a purchase, the ProCard must have sufficient funds available on the overall monthly limit and in the group corresponding to the type of purchase being made.

7.2. BLOCKED MERCHANT CATEGORY CODES

Every merchant that accepts a Visa card is assigned a four digit Merchant Category Code (MCC) that is used to classify the business by the type of goods or services it provides.  Any MCCs that are not considered to be within the normal course of University business have been blocked on all ProCards (e.g., furniture, casinos, bars/pubs, liquor stores, ATMs etc.).  Any attempts to process transactions at vendors with restricted MCCs will be declined.  If a purchase with a legitimate business purpose has been refused due to a blocked MCC, the cardholder should contact the PCA to determine if the restriction can be lifted temporarily. 

8.  ACCOUNTING INFORMATION    

Each ProCard is setup by a University department number, allowing a cardholder to access only those accounting units corresponding to his or her department.  Accounting units are added to a list accessible to an entire department and not to an individual ProCard user.  When reconciling expenses, cardholders should only select accounting units for which they have been given approval to assign purchases to.

Important Note: Accounting units listed in PNC ActivePay are added manually and do not automatically reflect changes made in Lawson.  Requests to add an accounting unit that is not in PNC ActivePay should be e-mailed to the PCA.

8.1. DEFAULT 6-DIGIT ACCOUNTING UNIT

All ProCards will be setup with a default accounting unit, as indicated on the ProCard application.  Anytime a transaction posts to ActivePay, it will automatically be assigned this accounting unit.  If necessary, the cardholder, ProCard approver or supervisor can assign a transaction to a different accounting unit in PNC ActivePay before it is downloaded.  

Requests to permanently change a cardholder’s default accounting unit can be e-mailed to the PCA. Likewise, the PCA should be informed anytime a default accounting unit has been inactivated.  Any transactions assigned to an inactive accounting unit at the time of download will be assigned to the department’s general budget accounting unit.

Important Note: Cardholders who have been given the authority to assign transactions to grants (5 and 2-series accounting units) must ensure that the expenses do not include charges for alcoholic beverages.  See rules for “federally allowable costs” and “federally unallowable costs” as defined in OMB Circular A-21 and by the University’s Sponsored Program Accounting (SPA) department.

8.1.1 REDIRECTING EXPENSES BETWEEN DEPARTMENTS

If a cardholder needs to redirect a ProCard transaction to another department, the manager from the department of the accounting unit to be charged, must e-mail the PCA indicating which accounting unit and account to charge.  The PCA can only redirect charges before they are downloaded to the general ledger.  Once downloaded, an Expense Transfer Form must be completed and sent to the University’s General Accounting department.

8.2. DEFAULT 4-DIGIT ACCOUNT

In addition to an accounting unit, each ProCard transaction will also default to a 4-digit account based on the Merchant Category Code (MCC) assigned to the vendor (e.g., hotel charges will default to 6310-Professional Development, Meetings or Conferences).  The cardholder, supervisor or  ProCard approver should select the appropriate 4-digit account from the drop down of accounts listed in PNC ActivePay.  It is the department’s responsibility to ensure that transactions are expensed to the proper 4-digit account.

Important Note: According to OMB Circular A-21, “costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) are unallowable” on grants (5-series accounting units).  Entertainment costs must be covered by other funding sources.  Costs for Food Service/Catering (6321) or Professional Development, Meetings (6310), that are allowable on grants, should be coded accordingly in PNC ActivePay.  

9.  PROCARD USAGE GUIDELINES    

The ProCard may be used at any merchant that accepts Visa, except for those merchants assigned to MCCs restricted by the University.  The ProCard may be used for in-store purchases as well as online, phone and mail orders (cardholders must take precaution to ensure that all methods are secured).

9.1.  PURCHASING GOODS AND SERVICES

Cardholders are responsible for ensuring receipt of the materials purchased and for following-up with vendors to resolve any issues related to pricing, delivery discrepancies, damaged goods or application of sales tax.  If, for any reason, it is necessary to return goods that have been purchased, the cardholder should contact the supplier and follow the directions provided for return of the merchandise.  All efforts must be made to use the University’s Preferred Vendors and Suppliers. Cardholders that do not use these prequalified suppliers either due to emergency situations or sourcing issues should note that any transactions involving other suppliers such as Amazon, Costco, Wal-Mart, etc. will be automatically audited each month.

When attempting to procure goods or services for the University, cardholders must: 

9.2. TRAVEL AND BUSINESS RELATED EXPENSES

All ProCard transactions are subject to the rules defined in the University’s Travel and Business Expense Policy.  Cardholders should also be aware of their department’s and/or sponsor’s travel policies, as they may be more restrictive than the University’s.  In addition, appropriate departmental approval for travel should be obtained before arrangements are made.  

The following rules or regulations apply to ProCard usage as it relates to travel and business expenses: 

Important Note: Cardholders may use their ProCards to pay for LUC business related travel arrangements for other employees within their department, students and University guests rather than requiring these individuals to pay out-of-pocket and be reimbursed after the fact.  However, these charges must be authorized and processed by the cardholder and the appropriate documentation to support any charges must be collected.

9.3. PREFERRED VENDORS AND SUPPLIERS

When choosing a vendor, cardholders should select those listed on the University’s Preferred Vendors and Suppliers List whenever possible. Vendors are selected based upon a variety of parameters (i.e., quality, special discounts or rebates). Using these vendors allows for the leveraging of purchases in order to maximize value to the University (e.g., preferred quality and pricing, enhanced customer service or timely delivery).  

Important points: 

9.4. QUALIFYING CHARGES

Examples of qualifying ProCard purchases include, but are not limited to, the following: 

Important Note: This list is not exhaustive. Any questions about whether or not a purchase should be put on a ProCard should be directed to the PCA.

9.5. PROHIBITED CHARGES

Examples of expense that should not be purchased on a ProCard include, but are not limited to, the following:

Important Note: This list is not exhaustive. Any questions about whether or not a purchase should be put on a ProCard should be directed to the PCA.

9.6. ALTERNATIVE PROCUREMENT METHODS

Due to University contracts or legal requirements, the use of the ProCard for the acquisition of certain equipment, materials, supplies and services will be limited.  If a purchase does not fall within the stated scope of the limitation (listed below), the department may utilize the ProCard to initiate the purchase.  Otherwise, the department should utilize traditional procurement procedures as described below: 

10.  DOCUMENTATION REQUIREMENTS    

All ProCard transactions $25 and greater must be supported by detailed/itemized receipts or other documentation.  Cardholders should also be aware of their department’s or sponsor’s travel policies, as they may be more restrictive than the University’s. Credit card slips that show only the total of the transaction, and do not list the individual items purchased, are not acceptable forms of support. Photocopies, faxes and web receipts will be accepted.

Important Note: Cardholders will be required to send a reconciled ProCard statement attached with copies of all itemized receipts via e-mail to PCA each month.  However, reconciled statements and original supporting documentation should be kept and maintained by the cardholder or his/her department for a recommended period of 1 year.  It is the responsibility of the cardholder to ensure that full 16-digit credit card number, expiration date, or CVV security code are not listed on any ProCard documentation and are not stored with ProCard records.  In the event this information is displayed on the documentation, the information must be redacted, or stricken, with white-out or a black permanent marker before submission to PCA.

10.1. IN-STORE PURCHASES

Anytime a purchase is made on-site, at a store, cardholders must request an itemized receipt.

10.2. ONLINE ORDERS

When ordering online, cardholders should print the order confirmation that lists the items purchased and the corresponding dollar amounts for each. In some cases, the order confirmation may appear as one of the last screens in the ordering process.  In others, the confirmation may be emailed to the cardholder. Either will serve as valid documentation given that the items purchased and their prices are listed.

10.3. PHONE AND MAIL ORDERS

When ordering via phone or mail order, cardholders should instruct the merchant to send an itemized receipt directly to his or her address (via e-mail, fax or mail).  Invoices sent directly from merchants to Accounts Payable will not be returned to the cardholder.

10.4. LODGING

ProCard transactions made at hotels for lodging expenses must be supported with copies of detailed hotel receipts/statements.  This documentation must include the name, location and date of the hotel stay and must also list out the separate amounts for each expense (e.g., lodging, meals, telephone, internet or miscellaneous [IRS Regulation – Section 1.274-5 I(2)iii(B)]).

10.5.  AIRFARE

ProCard transactions for airfare must be supported with itineraries that list the passenger name, dates of travel and the economy/coach rate.  Boarding passes, copies of E-tickets or documentation indicating that the flight was actually used must also be provided.

10.6.  MEALS

Detailed/itemized restaurant receipts (as opposed to stub-receipts) should include the date, name of the establishment and itemization of purchase. Restaurant pull tab receipts and summary credit card receipts are not acceptable forms of documentation.

Important Note: When charging personal meals to a ProCard, while away on University business, cardholders must avoid exceeding the allotted per diem rate.  In addition, when a registration fee or seminar cost includes specific meals, per diem rates must be reduced by the amount allotted for the meal being provided.  Any amount charged to a ProCard for personal meals that exceeds a per diem rate must be reimbursed.  Conference agendas should be kept to support per diem rates and should show whether or not meals were included.

10.7.  CONFERENCES & SEMINARS

When charging conference registration fees or seminar costs, supporting documentation must include the breakdown of the charge indicating what the fee or cost includes.  Conference agendas must also be kept to support meal per diem rates.

10.8.  CELL PHONE EXPENSES

When departmental cell phone bills are paid for by ProCard, the cardholder is required to obtain detailed cell phone bills that list each call and must provide adequate substantiation relating to the cost, time and business purpose for each call as well as the business relationship between the employee and the person being called.

10.9.  MISSING RECEIPTS

If a receipt is missing or does not itemize the transaction or if there is no business description included in the online reconciliation, the cardholder may be required to reimburse the University for the full amount the undocumented purchase. Anytime a receipt has been misplaced, the cardholder should request that the vendor provide a copy. In the event the vendor is unable to provide a duplicate receipt, the cardholder is required to complete the Missing Documentation Form for each transaction.

11.  MONTHLY RECONCILIATION, DOCUMENTATION SUBMISSION AND APPROVAL    

ProCard transactions are downloaded from PNC ActivePay to the General Ledger (Lawson) two times per month. Cardholders are required to log-in to PNC ActivePay, a secure, PNC Bank website that can be accessed on or off campus) to review transactions before each download.  On the 3rd business day of every month, cardholders must print their monthly statement and complete a ProCard Monthly Reconciliation and Approval Form. The statement and copies of all supporting documentation are attached to this form and submitted to Procurement Card Administration via e-mail for audit, approval and archival.

11.1. TIMELINE FOR ONLINE TRANSACTION REVIEW AND APPROVAL

Before each download, cardholders are required to review and approvers are required to approve transactions online, at the PNC ActivePay site. Cardholders and  approvers must log-in to PNC ActivePay to do this at least twice per month according to the following timeline:

Important Note 1: Cardholders and budget administrators will receive e-mail reminders from the PCA before each download.

Important Note 2:  The PNC Distributed Card program is based upon an accounting cycle that ends on the 27th of each month.  The new cycle will begin on the 28th and conclude on the 27th of the next month.

11.2. CARDHOLDER RECONCILIATION

11.2.1. CARDHOLDER BI-MONTHLY ONLINE REVIEW

(See PNC ActivePay: Reviewing and Approving Transactions: Appendix F) 

When reviewing transactions posted in PNC ActivePay, cardholders must:

11.2.2. CARDHOLDER SUBMISSION OF RECONCILED STATEMENTS FOR APPROVAL

(See PNC ActivePay: Scheduling and Printing your Monthly Procurement Card Statement: Appendix G)

On the 3rd business day of every month, ProCard Monthly Statements are to be printed and reconciled with all supporting documentation, itemized receipts and invoices. This information must be received by Procurement Card Administration by the second Friday of the month.

Important Note 1: When reconciling statements with receipts, cardholders must ensure that all supporting documentation is legible. Please DO NOT highlight information on receipts or statements because it makes it more difficult to scan and image these documents. In addition, please DO NOT tape over any inked areas of a receipt because this dissolves the ink making the receipt illegible and invalid.

Important Note 2: It is important that the cardholder review all documentation to ensure that no documentation includes a full 16-digit card number, expiration date or CVV security code.  In the event this information is displayed on the documentation, the information must be redacted, or stricken, with white-out or a black permanent marker before submission to PCA.

Important Note 3: It is important that statement reconciliation and approval be done in a timely manner. Failure to provide documentation in a timely fashion will result in a suspension or termination of program privileges.

11.3. DEPARTMENTAL APPROVAL

11.3.1. ONLINE  PROCARD APPROVER

(See PNC ActivePay: Reviewing and Approving Transactions: Appendix F)

When approving transactions posted in PNC ActivePay, approvers must:

Important Note:  Approvers should only check the approved box for transactions that have already been reviewed. If transaction notes have not been added, the approver should contact the cardholder and ask him/her to review so that transactions can be approved before the download.  If an approver suspects or finds examples of misuse, abuse, fraud or forgery, they must contact the PCA immediately.

12. POLICY ENFORCEMENT    

Individuals granted access to a Procurement Card, by the University and their department, are accountable for all transactions related to their card. Consequences for misuse of the ProCard are serious, and may include re-training, card suspension, card revocation, disciplinary action, termination of employment and legal action.

It is the responsibility of the cardholder to ensure that all reconciled documentation is submitted to the PCA in a reasonable period of time each month.  Failure to adhere to this policy will result in a disruption of ProCard privileges.  In addition, recurring issues pertaining to policy compliance will result in full termination of cardholder participation in the ProCard program.



Revised 07/01/2014

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