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Purchasing Card Program

Violations
Card policy violation is considered as an unauthorized procurement. As such, each violation a Ratification of Unauthorized Procurement form must be completed by the Cardholder and signed by the Department Head, Vice President for Business Affairs, The President of the University, and the Director of Purchasing, in that order. In any case, if the offense is deemed to be due to fraudulent or willful misuse, appropriate action will be initiated immediately.

Violation Number 1
An Unauthorized Procurement form will be forwarded to the cardholder for completion. The issue will be discussed and one-on-one training will be offered to the cardholder/department liaison. A copy of the form will be placed in the cardholder file.

Violation Number 2
A second violation will result in an Unauthorized Procurement Form being forwarded to the cardholder for completion and a meeting will be scheduled between the cardholder/department liaison and the Program Administrator to discuss the matter and provide specific corrective actions required.

An e-mail will be sent to the appropriate Department Head or Vice-President regarding the violation as a second offence and the result of the meeting. The e-mail will be copied to the Department Liaison and cardholder.

Violation Number 3
A third violation will result in an Unauthorized Procurement Form being forwarded to the cardholder with a formal memo sent from the Program Administrator to the Department Liaison.  The memorandum, detailing current and previous violations, will be copied to the appropriate Department Head or supervisor, and Cardholder.

Violation Number 4
A fourth violation will result in the termination of the Cardholder's participation in the program.

Improper use of the card may result in revocation of privileges and/or disciplinary action up to and including termination of employment.  Employees who are found to have inappropriately used the Purchasing Card may be required to reimburse the State for all costs associated with such improper use.

Last Published: May 3, 2004 6:19 AM
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