Financial Services has an established process for notification of possible PCard non-compliance and violations.
Non-Compliance and Violations may result in, but are not limited to, one or more of the following; verbal or written warnings; suspension or cancellation of the PCard; disciplinary action (including loss of employment); and civil or criminal penalties.
Reference: Purchasing Policy 1.2 General Acquisition and Violation Policy.
14.1 Pyramiding
Refer to FSM Policy 9.01
14.2 Not Approved
Refer to FSM Policy 9.10
14.3 Not Reconciled
Refer to FSM Policy 9.10
14.4 Single Established PCard Limit Violations
Refer to FSM Policy 9.01
14.5 Unauthorized Sharing of a PCard
Refer to FSM Policy 9.10
14.6 Purchase Rewards
Purchase rewards received from a PCard purchase are the property of The University of Arizona, not the cardholder. Purchase rewards from a merchant may include, but are not limited to, the following: rebate checks, store reward cards, promotional items, etc. Any reward should be turned into the department Reconciler/Business Manager and any rebate checks deposited into the University account from which the purchase was originally made.
14.7 Financial Compliance
Refer to the Guidelines for PCard Documentation to ensure compliance with PCard and University Policy.
14.8 University of Arizona Misuse of Assets Policy
All staff must comply with the University of Arizona Misuse of University Assets Policy and report any suspected misuse of the PCard.
The PCard is to be used for University of Arizona business only, not for personal use. All transactions made using the PCard must benefit and support the
University's mission of education, research and public service.
The Department Head, Liaison, Reconciler, Approver and Cardholder must comply with the provisions of The University of Arizona's Misuse of University Assets Policy and report immediately any suspected misuse of the PCard. Suspected misuse must be reported to any Manager or Supervisor in the chain of authority (Director, Department/Unit Head, Dean, or appropriate Vice President) and to the PCard Office.
If it is determined through investigation that a purchase violates the Misuse of University Assets Policy, the responsible party(s) is subject to disciplinary action.
Reference: Misuse of University Assets Policy