Question:

What consequences do you have for out-of-compliance transactions?

Card suspension

none

Pay the University back

Warnings and/or subsequent suspension or removal of card privileges

disciplinary action from card removal to termination

Suspension of card for 30 days

Limits have been reduced to $1 until all documentation has been submitted. Managers are copied on all notifications. Chronic delays have resulted in cards being cancelled.

n/a

card suspension until compliant

In the process of having cards suspended until mandatory training is completed.

Could have to mark as Personal if not company business related and have to reimburse the company. Are possibly return and request a refund if possible.

Any transactions not signed off by the last day of the month are considered out of compliance and are documented as violations. Consequences may include card suspension and/or notification to departmental management.

Card shutoff if two cycles behind.

reimbursement for occurrence 1; reimb + supervisor notification for #2; 1+ 2 + possible card suspension for repeated infractions

Depending on the transaction, a PCardholder could be asked to pay the expense back. If a lessor infraction, we have a 3-Strike Policy for our PCards.
1 - Warning Notification email with offer to attend training
2- Required to attend training
3- Minimum 30-day suspension of PCard

For most non-compliance no including Fraud. 1st time Warning, 2nd time Notify Supervisor, 3rd time Suspend card and Retake training and Quiz, 4th time Cancel P-card.

Confirmed lack of adherence to policy or established procedures may result in revocation of the card, disciplinary action up to termination, and possible filing of criminal charges. Interim actions, including temporary suspension of cardholder privileges, may be taken prior to final resolution. In addition, as a condition for use of the card, the employee who is issued a card agrees that the University can withhold from the employee’s paycheck any unauthorized charges made by the employee.

PCard suspension after multiple attempts to contact the cardholder to complete the verification.

1st - Warning
2nd - 2-5 Business Day card suspension
3rd-20 day Suspension, POlicy Re-training and reinstatement letter from SBO
4th -Card closure

An infraction notice goes to cardholder, approver and dept head. 3 infractions are allowed in a fiscal year before card is suspended. All infractions are recorded in the employee pcard profile.

Email the cardholder. If it continues, loop in their supervisor. We also can tax expenses not attached to reports in a certain timeframe.

university bill the charges.

escalated communication

temporary or permanent card suspension

Card is suspended and cardholder has to attend mandatory refresher training before card is reinstated.

Email warnings for first violation, suspend card for second, suspend card for 30 days and need a complete retraining through an online course for third or more. Each notifying email includes the cardholder, and every person in their chain of command including the department chief.