P-Card Review and Penalties

The cardholder is responsible for and accountable for all charges made with the P-Card. Violation of P-Card policy and/or the university’s Fiscal Responsibility policy will result in a review of the cardholder’s privileges. Improper use of the P-Card may be cause for disciplinary action, may subject the cardholder to criminal prosecution, revocation of the P-Card, or termination of employment.

The Office of Procurement Services will notify the cardholder’s supervisor of improper card use and may also notify other university administrators, up to and including the appropriate Vice President or Dean. Amounts determined to be bona fide obligations of the University that are attributable to improper use by the cardholder may be withheld from the cardholder’s paycheck. The cardholder will be granted notice and the opportunity to challenge such obligations before they are withheld.

The Department Procurement Card Coordinator has the responsibility to notify the Procurement Card Coordinator of any policy violations. The Budgetary Authority can request a card to be closed or suspend the card for a longer period.

Penalties

When policy violations are identified, the following process shall be followed:

• If a single abuse occurs by a particular, a warning may be issued by notifying the Director of Procurement Services, Department Procurement Card Coordinator the Budgetary Authority and any other individuals as needed.
• In the second instance of abuse, the P-Card may be suspended for at least one billing cycle.
• If violations continue after the P-Card is reinstated, it may be suspended for up to one year or closed out.

Note: The Office of Procurement Services reserves the right to close a P-Card at any time.

Personal use:

Personal use of the card is strictly prohibited! Although the card is issued in the cardholder’s name, it is the property of Missouri State University and is only to be used for Missouri State University business.

P-Card sharing:

P-Card sharing is not allowed! Only the cardholder can use the card. Individuals cannot give their P-Card or provide their P-Card information for others to use.