Approving Official Training

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 15 th of the following month for each cycle with a transaction. Your 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 15 th of the following month for any cycle that has transactions. Returning the card upon termination or the request of the department. Cardholder’s Responsibilities

Documentation Requirements

Log Sheet

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) Statement of Account

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 Procard Record Management

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

Not Acceptable per the MSC Official Function Policy Flowers and Gifts

Violations and Consequences

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 Failure to Provide Required Documentation

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

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

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

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

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

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. Violation Form Instructions

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

Thank You!