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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 P-Card Policy Example 2003
- YEAR CREATED: 2003
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is about the Purchasing Card Violation Policy of a certain organization. The policy outlines different levels of violations and the corresponding consequences for each violation.
Level I violations are not specified in the document.
Level II violations result in the temporary hold of the card while an investigation is conducted. If the violation is confirmed, the card is immediately deactivated for one year. The cardholder can apply for a new card after the one-year period and must undergo additional training on card use.
Level III violations are not specified in the document.
Level IV violations specifically refer to alcohol or tobacco charges. On the first violation, the card is temporarily put on hold while an investigation is conducted. If the violation is confirmed, the card is immediately deactivated for one year. The cardholder can apply for a new card after the one-year period and must undergo additional training on card use.
The document also addresses violations related to personal use, splitting transactions, missing receipts or missing itemized receipts, frequent sales tax over $15.00, procedural violations (missing purpose, unauthorized items), and unauthorized purchases.
For personal use violations, on the first violation, the cardholder receives a written warning and must reimburse the organization for personal use. The Purchasing and Audit Departments are notified, and the cardholder is contacted to discuss policies and procedures. If the violation occurs a second time, the card is deactivated for one calendar year. The cardholder can apply for a new card after the calendar year and must undergo additional training on card use.
For splitting transactions violations, on the first violation, the cardholder receives a written warning. The Purchasing and Audit Departments are notified, and the cardholder is contacted to discuss policies and procedures. If the violation occurs a second time, the card is deactivated for six months. The cardholder can apply for a new card after the suspension and must undergo additional training on card use.
For missing receipts or missing itemized receipts violations, the cardholder is considered in violation if failure to submit itemized receipts occurs for more than three statement periods within a school year. The cardholder is notified each time an itemized receipt is missing and has a chance to provide the receipts before it goes on record as a violation. The secretary/bookkeeper and cardholder are notified when the card is deactivated for six months. The cardholder can apply for a new card after the suspension and must undergo additional training on card use.
Level V and Level VI violations are not specified in the document.
The document also mentions that the Accounts Payable Purchasing Card Clerk monitors signatures on statements for improper authorization. When a statement is submitted without proper itemized receipts, the cardholder is notified to submit proper receipts. Failure to submit receipts results in the notification of the organization's Audit Department and an investigation.
Any level of violation is given to the organization's Audit Department for investigation, and the Human Resources Department is consulted to determine the consequences of the violation when necessary. The document was adopted on June 18, 2003.