Non-Compliant Transactions

Not following PCard guidelines may result in revoking the individual or departmental cardholder privileges. All non-compliance/violations will be monitored. Non-compliance includes, but is not limited to, missing reporting deadlines, incomplete reports, unacceptable purchases and lack of documentation to back up expenditures.

Cardholders/reconcilers will receive a warning via email if there are findings in the PCard report. They will then have seven days from the day the email is sent to correct the issue. After seven days, the error may be subject to disciplinary action listed below.

Non-compliant PCard transactions will be subject to disciplinary action up to, and including, the cancellation of PCard privileges.

A database is maintained in order to track excessive or recurring non-compliant transactions.

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Non-Compliance Process

Non-Compliant Transaction	Description
First Non-Compliant Transaction	If the Cardholder/Reconciler does not correct the issue within seven (7) days, the Cardholder/Reconciler and their supervisor will be notified of the non-compliant transaction(s) and PCard privileges may be suspended for 30 days.
Second Non-Compliant Transaction	If a second non-compliant notification is received within a six-month period, the Cardholder/Reconciler and the supervisor will receive notification of the non-compliant transaction(s) and the PCard privileges may be suspended for 60 days.
Third Non-Compliant Transaction	If a third non-compliant notification is received within a six-month period, the Cardholder/Reconciler and the supervisor will receive notification of the non-compliant transaction(s) and the PCard privileges may be canceled.
Multiple Infractions	Cardholders/Reconcilers who repeatedly commit infractions may be subject to card suspension, even if the violations are being actively resolved within seven (7) business days after notification.
Multiple Suspensions	If a PCard is suspended three (3) times for any combination of infractions within the violation period, the PCard may be canceled. If canceled, the cardholder may reapply for a new PCard after 6 months.
Violation Period	Six months from the first notification email for non-compliance.

While these are the consequences of TWU non-compliant PCard transactions, we will continue to collaborate with the Cardholder/Reconciler to determine appropriate consequences, and within reason, will consider department needs.

PCard Bridge training will be required before any suspension is lifted.

Page last updated 6:28 PM, January 29, 2024