Approving Official Training

1. Approving Official Training

2. Your Responsibilities • Verify reconciliation of the log sheet and statement with source documentation • Identify potential problems and take action • Notify the Purchasing Department when a cardholder has a change of status • Review of documentation by the 15th of the following month for each cycle with a transaction.

3. Cardholder’s Responsibilities • Knowing and applying the rules as set by the Procurement Card Program Handbook • Reporting a lost or stolen card immediately • Maintaining all documentation • Obtaining the Approving Official signature by the 15th of the following month for any cycle that has transactions. • Returning the card upon termination or the request of the department.

4. Documentation Requirements

5. Log Sheet

6. Statement of Account • Source Documentation • Receipt • Vendor Name • Date of Purchase • Description, Quantity and Cost • Total Cost • Cardholder Name • Indication Paid • Tax Exempt • Packing Slip (If Available) • Order Forms (If Applicable)

7. Procard Record Management • Cardholders Responsibility to maintain in an orderly format • Maintain for Three Years • When Leaving employment or termination Records are to be delivered to the next level supervisor

8. Food Vendor Purchases • Requires an Official Function Form • Keep with Procard Records

9. Flowers and Gifts • Not Acceptable per the MSC Official Function Policy

10. Violations and Consequences

11. Failure to Provide Required Documentation • Possible investigation and could result in termination and/or criminal prosecution • Cardholder to receive written warning upon first offense • Cardholder may be required to obtain additional training • Human error and patterns of chronic abuse will be taken into consideration

12. Personal Purchases • Reimburse MSC immediately • May lead to card cancellation • Possible investigation and could result in termination and/or criminal prosecution

13. Split Purchases • Written warning to Cardholder with first offense • Subsequent violations, may lead to revocation of Procard

14. Inappropriate Purchase • Written Warning to Cardholder • Cardholder required to receive additional training • Continued misuse will result in cancellation of Procard

15. Cash or Cash Type Transactions • Card Cancellation • Possible investigation and/or criminal prosecution

16. Determine Status by Violation Type

17. Violation Types: Split Purchases Inappropriate Purchases Chronic Lack of Documentation Reimbursed Personal Purchase Non-compliance with Procard Policies Procard will not be revoked if: No history of chronic violations Second Offense is cause to revoke card

18. Violation Types: Unreimbursed Personal Purchase Cash or Cash-type Transaction Procard Will Be Revoked

19. Violation Form Instructions • Obtain a written explanation • Complete the Procard Violation Warning Form with signatures • Take the appropriate action. • Submit the original form to Purchasing with a copy filed with the cardholder log.

21. When Do I Start? Beginning with the cycle ending April 15, 2011

22. Thank You!