The procurement card program saves the University money and provides greater purchasing flexibility to departments. With this efficiency and flexibility, however, comes a degree of responsibility by the departments and cardholders.

Recent audit reports have identified numerous violations of procurement card policies and procedures. These discrepancies include splitting transactions to avoid the single-purchase limit, failure to review and approve statements, failure to distribute charges, missing receipts, and inappropriate purchases. These violations cannot continue, and we need your assistance. Please review applicable fiscal policies and procedures and ensure that you comply with them.

In addition to routine audits, Audit and Consulting Services has begun regular monitoring of daily transactions to verify that items have been purchased in accordance with University policies. This enables violations to be promptly identified. Internal Audit will also routinely contact those cardholders and department heads with questionable procurement card purchases and ask for documentation to support the purchase(s) in question. If these violations continue, stronger action will be taken, including disciplinary action and/or card suspension.

Thank you for your diligence as caretakers of University funds and for your assistance in ensuring the success of the procurement card program.