Cardholders and Supervisors are both responsible for complying with purchasing card program policy. The department/center is ultimately responsible for the proper administration of the purchasing card. Set forth herein are those items Management Advisory Services (“MAS”) will take into consideration for making a determination as to whether or not to suspend or revoke a card and the process for doing so.

The following are considerations for determining if a purchasing card will be suspended:

• Type of purchasing card review - initial or follow up.
• Type of purchasing card violation (i.e., supervisory review, maintaining p-card logs, maintaining appropriate supporting documentation, allocations to chart strings, other violations).
• Frequency of violation (e.g., supervisory review was not done for 4 of 12 months reviewed).

After considering each of the above, MAS will determine if the situation warrants a recommendation to suspend the related purchasing card(s). Significant violations found on a follow-up review would likely lead to a recommendation to suspend. Significant violations found during an initial review, may lead to a recommendation to suspend, depending on the severity of the situation.

The following are procedures for a purchasing card suspension/revocation:

• After a purchasing card review is conducted by MAS, the reviewer will discuss the policy violations with the cardholder(s) and supervisor.
• The reviewer will discuss the policy violations with the Director of MAS, the Procurement Card Program Administrator (“PCPA”) and other administrative parties, if applicable.
• The purchasing card review memo will be sent to the appropriate parties. (See Hierarchy of Reporting Review Findings)
• The reviewer will recommend the PCPA suspend the purchasing card(s).
• The PCPA will notify the cardholder and supervisor of the suspension by e-mail.
• The first suspension will be for a minimum of one week and the card will not be reinstated until all policy violations have been corrected and the records subsequently reviewed by MAS.
• The second suspension will be for a minimum of one month and the card will not be reinstated until all policy violations have been corrected and the records subsequently reviewed by MAS.
• If significant policy violations are found a third time, the purchasing card will be revoked permanently and the department/center will be prohibited from obtaining another purchasing card. Note: If the significant policy violation was a lack of proper supervisory review, the department could retain their card(s) by designating another supervisor, if available.