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Control of Purchases

This section is divided into three chapters.

  1. Control Prior to Purchase
  2. Weekly/Monthly Review
  3. Violations

Control Prior to Purchase

Purchases are controlled through a combination of external controls and internal Policies and Procedures. The bank's Card Processor checks the following criteria for each transaction prior to giving the vendor approval to accept the transaction.

  • Card status
  • Dollar limit of individual transaction
  • Monthly dollar limit
  • MCC number not blocked MCC number
  • Daily dollar limit
  • Daily limit on number of transactions
  • Monthly limit on number of transactions

If any of the above criteria exceed the parameters set up for a Cardholder by the University, the PCard Processor will refuse to give the vendor approval to accept the PCard as payment for the transaction.

Purchasing Policies and Procedures define the Approved and Prohibited items that may or may not be purchased using the PCard.

Weekly/Monthly Review

The PCard Office reviews various reports provided by the system. The PCard Office will note any unusual activity for a Cardholder and will send written notification to the Cardholder and the Cardholder's supervisor and/or manager.

The PCard Office will review all transactions in Chrome River.

  • Detailed receipts submitted
  • Appropriate Account Code allocation
  • Clear business purpose
  • Purchases are appropriate and within the University's Policies  

Violations 

  • The purchase of hazardous chemicals/radioactive materials were not reported to Safety & Risk Services by the department
  • Supporting documentation is not included or does not provide line item information including item description, quantity and dollar amounts
  • Supporting documentation was altered
  • Transactions not reconciled and submitted in Chrome River within 10 days of the Post Date
  • The Cardholder has failed to respond to requests from the PCard Office for additional information 
  • Sales tax assessed and paid and Cardholder has not requested a credit 
  • The PCard was used to pay for an unallowable service
  • A purchase was made for more than $10K for goods or $5K for services without prior authorization from Purchasing
  • It appears that an individual other than the Cardholder used the PCard
  • It appears that there was an incremental/split purchase
  • It appears that there was a purchase of a prohibited item
  • Travel purchased for unauthorized traveler 
  • There appears to be a personal purchase made
    • Immediate cancellation follows.
    • Immediate personal reimbursement required.
    • Potential disciplinary action up to and including termination of employment.
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