[Plsfaculty] Pcard Policy Update

[Eakman, Nate - (njeakman)]

Good Afternoon,

Recently, the SPLS Business Office has been working diligently to streamline processes and improve efficiencies within operations. I think Darwin once said 80% of effects derive from 20% of causes. Pcard activities currently consume as much as 40% of the Business team’s time; we are reaching out to each of you as Pcard holders to assist in reducing time allocated to these activities. Relative to other ALVSCE academic units, an inordinate amount of time is spent tracking down receipts, business purposes and desired expenditure accounts.

This is a reminder that as a Pcard holder, it is your responsibility to submit all itemized receipts for purchases as soon as possible. Along with the receipt, you must also include a detailed business purpose that includes the following information:

• What is being purchased?
• Why is the purchase necessary and is it reasonable and appropriate for the University?
• Who is the person that requested or needs the purchase? For events, this will include the audience or list of attendees.
• How does the expense benefit the University? Expenses that appear to be personal or provide a benefit to an individual must include a written explanation of how they are business related.
• Where is the event/activity taking place? If travel is included, provide the benefit to the University for sending the individual(s) to the event/activity.
• When is the event/activity taking place? Include all dates associated with this event/activity expense, especially when including travel time

Effective immediately, we will be sending out 2 automated reminders for pcard purchases. Please expect to receive an automated reminder each Monday that lists all unreconciled pcard transaction on your pcard.

Additionally, we will also initiate an automated reminder that will alert a pcard holder if they have a transaction set to auto-approve within the next 2 business days.

The SPLS Business Office will discontinue personalized pcard reconciliation reminders.

Pcard transactions must be reconciled and approved within 14 days of the transaction postdate. Transactions that are not reconciled and approved within 14 days will auto-approve. Please note that an auto-approval is a violation of pcard use.

Effectively immediately, we will be implementing the following policy for any pcard violations (including but not limited to pyramiding, exceeding limits, auto-approvals and card sharing):

• The first violation will result in a warning.
• A second violation of the same type or multiples of different types within a year will result in your pcard being set to $1 until you retake the pcard training.
• A third violation within a year will result in your PCardbeing cancelled.

Thank you for your support in our efforts.


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