Compliance Process

A reconciliation process is required for all P-Cards, CTS Cards, and Travel Cards. If a transaction has not been reconciled, Procurement Services will send out a notification of possible non-compliance as described below. If requested documentation is not submitted to Procurement Services within the noted time frame, the P-Card, CTS Card, or Travel Card will be suspended until such time as the documentation is submitted and the requirement is satisfied.

Procedures

The following procedures will be followed in the event of possible non-compliance:

  1. First notice is emailed to the cardholder and supervisor.
  2. Second notice is emailed to the cardholder, supervisor, dean/director, and the associate vice chancellor for finance.
  3. The third notice is emailed notifying that the P-Card, CTS Card, or Travel Card has been suspended. The P-Card, CTS Card, or Travel Card is shut down (spending limit is taken down to $1) and all outstanding requirements must be resolved prior to reinstatement.

Three shut downs in one year results in a six month suspension and a required re-training session for reinstatement of the respective credit card. Procurement Services will track notices and suspensions for each cardholder.

NOTICES TO BE SENT IN ESCALATING ORDER:

Late P-Card/CTS Card/Travel Card Reconciliation Report

First Notice:

Our records indicate that Procurement Services has not received your P-Card/CTS Card/Travel Card reconciliation report for the current billing cycle, which was due on xx/xx/xxxx. If you have not already done so, we ask that you submit your reconciliation report to Procurement Services by 5 p.m. tomorrow. Thank you for your attention to this matter.

Second Notice:

Our records indicate that Procurement Services has not yet received your P-Card/CTS Card/Travel Card reconciliation report for the current billing cycle, which was due on xx/xx/xxxx. This is our second notice about your late reconciliation report. If there is an issue that is delaying its submission, please contact us immediately. Otherwise, your reconciliation report should be received in Procurement Services no later than 5 p.m. tomorrow to avoid the suspension of your P-Card, CTS Card, or Travel Card.

Suspension Notice:

Our records indicate that Procurement Services has not received your P-Card/CTS Card/Travel Card reconciliation report for the current billing cycle, which was due on xx/xx/xxxx, despite two notices. Therefore, your P-Card/CTS Card/Travel Card has been temporarily suspended until such time as Procurement Services receives the delinquent reconciliation report. Your prompt attention to this matter is requested.

Note: Three suspensions of your P-Card, CTS Card, or Travel Card in one year will result in a six month suspension of the respective card and an additional training requirement.

Incomplete/Incorrect P-Card/CTS Card/Travel Card Reconciliation Report

First Notice:

Thank you for submitting your P-Card/CTS Card/Travel Card reconciliation report to Procurement Services in a timely manner. However, upon review of your report for the cycle ending xx/xx/xxxx, it appears to be incomplete/incorrect for one of the following reasons:

Missing signature;
Printed prior to cycle closing date;
Report not printed in landscape orientation;
Other – ______

We ask that you submit a completed/corrected reconciliation report to Procurement Services no later than 5 p.m. tomorrow. If there is an issue that is delaying the submission of a completed/corrected reconciliation report, please contact us immediately so that we can discuss a resolution. When replying, please reply to all included in the notice and submit the requested items electronically through the “P-Card Documents” or “Travel Documents” section of the Procurement Portal, as applicable.

Second Notice:

Procurement Services appreciates you submitting your P-Card/CTS Card/Travel Card reconciliation report in a timely manner. However, upon review of your report for billing cycle ending on xx/xx/xxxx, it is incomplete/incorrect for one of the following reasons:

Missing signature;
Printed prior to cycle closing date;
Report not printed in landscape orientation;
Other – ______

This is our second attempt to resolve the problem with your reconciliation report. If there is an issue that is delaying the submission of your completed/corrected reconciliation report, please contact us immediately. Otherwise, your completed/corrected reconciliation report should be received in Procurement Services no later than 5 p.m. tomorrow to avoid the suspension of your P-Card, CTS Card, or Travel Card. When replying, please reply to all included in the notice and submit the requested items electronically through the “P-Card Documents” or “Travel Documents” section of the Procurement Portal, as applicable.

Suspension Notice:

As requested in our two previous notices, Procurement Services has not received your completed/corrected P-Card/CTS Card/Travel Card reconciliation report for the xx/xx/xxxx billing cycle. Therefore, your P-Card/CTS Card/Travel Card has been temporarily suspended until such time as Procurement Services receives the completed/corrected reconciliation report. Your prompt attention to this matter is requested.

Note: Three suspensions of your P-Card, CTS Card, or Travel Card in one year will result in a six month suspension of the respective card and an additional training requirement.

Missing Documentation

First Notice:

Thank you for submitting your P-Card/CTS Card/Travel Card reconciliation report to Procurement Services in a timely manner. However, upon review of your reconciliation report for the billing cycle ending xx/xx/xxxx, it appears to be missing the following documentation:

Receipt – ______
Justification – ______
Required Form – _______
Other – _______

We ask that you submit the missing documentation to Procurement Services no later than 5 p.m. tomorrow. If there is an issue that is delaying your submission of the missing documentation, please contact us immediately so that we can discuss a resolution. When replying, please reply to all included in the notice and submit the requested items electronically through the “P-Card Documents” or “Travel Documents” section of the Procurement Portal, as applicable.

Second Notice:

Procurement Services appreciates you submitting your P-Card/CTS Card/Travel Card reconciliation report in a timely manner. However, upon review of your reconciliation report for billing cycle ending xx/xx/xxxx, it appears to be missing the following documentation:

Receipt – ______
Justification – ______
Required Form – ______
Other – ______

This is our second attempt to resolve the problem with your reconciliation report. If there is an issue that is delaying submission of the missing documentation, please contact us immediately. Otherwise, the missing documentation should be received in Procurement Services no later than 5 p.m. tomorrow to avoid the suspension of your P-Card, CTS Card, or Travel Card. When replying, please reply to all included in the notice and submit the requested items electronically through the “P-Card Documents” or “Travel Documents” section of the Procurement Portal, as applicable.

Suspension Notice:

As requested in our two previous notices, Procurement Services is missing required documentation for the P-Card/CTS Card/Travel Card reconciliation report for billing cycle xx/xx/xxxx. Therefore, your P-Card/CTS Card/Travel Card has been temporarily suspended until such time as Procurement Services receives the missing documentation. Your prompt attention to this matter is requested.

Note: Three suspensions of your P-Card, CTS Card, or Travel Card in one year will result in a six month suspension of your respective card and an additional training requirement.

Improper Purchase

First Notice:

Thank you for submitting your P-Card/CTS Card/Travel Card reconciliation report to Procurement Services in a timely manner. However, upon review of your reconciliation report for the cycle ending on xx/xx/xxxx, there appears to be an improper purchase. The purchase is improper for the following reason(s):

Mandatory state contract exists
Purchase not allowed on a P-Card
Item was send to an address other than UA Little Rock
Other – ______

This purchase may require reimbursement. If you feel this does not require reimbursement and/or was not an improper purchase, please send a written justification to Procurement Services no later than 5 p.m. tomorrow. We will notify you upon review of your justification if reimbursement will be required. When replying, please reply to all included in the notice.

Second Notice:

Procurement Services appreciates you submitting your P-Card/CTS Card/Travel Card reconciliation report in a timely manner. However, upon review of your reconciliation report for billing cycle ending xx/xx/xxxx, there appears to be an improper purchase. The purchase is improper for the following reason(s):

Mandatory state contract exists
Purchase not allowed on a P-Card
Item was sent to address other than UA Little Rock
Other – ______

This is our second request for written justification for the potential improper purchase. If you feel this does not require reimbursement and/or was not an improper purchase, your written justification must be received in Procurement Services no later than 5 p.m. tomorrow to avoid suspension of your P-Card, CTS Card, or Travel Card. We will notify you upon review of your justification if reimbursement will be required. When replying, please reply to all included in the notice.

Suspension Notice:

As requested in our two previous notices, Procurement Services has not received written justification for a potential improper purchase on your P-Card/CTS Card/Travel Card reconciliation report for billing cycle ending xx/xx/xxxx. As a result, your P-Card/CTS Card/Travel Card has been temporarily suspended until such time as Procurement Services receives written justification or proof of reimbursement for the purchase in question.

Note: Three suspensions of your P-Card, CTS Card, or Travel Card in one year will result in a six month suspension of your respective card and an additional training requirement.

(Rev. 10/2016)