Purchasing Services

Purchasing Card

Compliance Infraction Guide

In order to ensure compliance with the policies and procedures of the program, the following actions will be taken by the Purchasing Office when infractions are discovered during monthly audits. Infractions are classified as Minor Infractions and Critical Infractions. General descriptions and discipline measure are listed below.

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Minor Infractions (4 infractions, over multiple cycles, until card revocation)

  • Inappropriate use of fund or account
  • Inadequate receipts
  • Non-Imaging of receipts in WORKS
  • Not reconciling in WORKS
  • Failure to sign off on transactions in WORKS (reconcilers and approvers)
  • Inappropriate purchase - Refer to PCard Guidelines at the link below   http://www.uncw.edu/purchasing/documents/PCardGuidelines.pdf
  • Split Transactions (splitting a transaction to circumvent the single transaction limit)
  • Inappropriate use of card (letting someone other than the cardholder use the p-card, required by Check Request or uShop)
  • Failure to comply with State Contract (without acceptable explanation)
  • Purchasing from a Debarred vendor (i.e.: Global USA, Inc.)

1st offense:

  • Memo letter to the cardholder stating what the minor infraction is and what action is needed to resolve the infraction.

2nd offense:

  • Memo letter to the cardholder, reconciler and budget authority/approver stating what the minor infraction is and what action is needed to resolve the infraction.

3rd offense:

  • Memo letter to the cardholder, reconciler and budget authority/approver stating what the minor infraction is and what action is needed to resolve the infraction.

4th offense:

  • Card is revoked for six (6) months. After six (6) months a request may be made to reinstate the card, and the cardholder must attend the Purchasing Cardholder Training Class, PUR 202, before the card is reinstated.

**NOTE: Infraction for not reconciling/signing off causes a reduction in available spend amount.

Critical Infractions (Immediate card revocation)

  • Intentional personal use

If a personal purchase is intentionally made, a theft of state property has occurred. The card will be immediately revoked, Division head and University Police will be notified, and appropriate disciplinary action will be taken. Cardholder is not eligible for future p-card use.