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 15th 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 15th 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 DocumentationReceiptVendor NameDate of PurchaseDescription, Quantity and CostTotal CostCardholder NameIndication PaidTax 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 PurchasesInappropriate PurchasesChronic Lack of DocumentationReimbursed Personal Purchase Non-compliance with Procard Policies

Procard will not be revoked if:No history of chronic violationsSecond Offense is cause to revoke card

Violation Types:Unreimbursed Personal PurchaseCash 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!