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 – Not Itemized with description and quantity of what was purchased
  • Non-Imaging/ Failure to upload required receipts in WORKS
  • Not reconciling in WORKS
  • Failure to sign off on transactions in WORKS (reconcilers and approvers) by the listed deadline
  • Inappropriate purchase - Refer to PCard Guidelines at the link below for typically non-allowed items   https://www.uncw.edu/purchasing/documents/PCardGuidelines.pdf
  • Inappropriate use of card (required by Check Request or uShop)
  • Failure to comply with State Contract (without acceptable explanation)
  • Failure to respond to a Compliance Violation Notification within 10 business days, will cause an additional Compliance Violation.

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 and budget authority/approver stating what the minor infraction is and what action is needed to resolve the infraction.

3rd offense:  Memo letter with warning 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.

Critical Infractions (Immediate 4th offense, card revocation)

  • Purchasing from a Debarred vendor
  • Inappropriate Use of Card - letting someone other than the cardholder use the p-card
  • Split Transactions (splitting a transaction to avoid the singe transaction limit, or prepared food rule)
  • Shipping to an off-campus location

Immediate 4th Offense – Card is revoked for six (6) months.  After six (6) months, a request may be made to reinstate the card.  If approved, the cardholder must attend the P Cardholder Class (PUR202) before the card will be reinstated.

Critical Infractions (Immediate card revocation)

  • Intentional personal use

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

  • Purchasing has the discretion to suspend any card at any time.