P-Card Prohibited Purchases: Audit & Compliance

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1 P-Card Prohibited Purchases: Audit & Compliance by Riki Meier

2 Mandatory Monthly Department Review: Each statement requires two reviews: the cardholder and an independent secondary reviewer Reviewer is usually the P-Card Manager, but doesn t have to be (designee). Reviewer needs to be independent, d with authority to question transactions. ti No one can serve as a secondary reviewer for their own cards. P-Card Reconciliation Worksheet needs to be completed each month for every card.

3 Must be maintained by the department for a minimum of 5 years Original receipts: if a receipt is misplaced, a duplicate should be obtained from the vendor. A P-Card Missing Receipt form is a last resort if a duplicate cannot be obtained. This form can be obtained by ing pcard@asu.edu d after efforts to obtain a duplicate receipt has failed.

4 Statement of public purpose Completed Business Meals forms for meal purchases Travel claim / travel authorization for airline and conference registration travel charges (no other travel charges are permissible on the P- Card)

5 Personal purchases Double-dipping (paying via the P-Card Card, then also submitting for reimbursement) Prohibited purchases p// /p / p Unsigned / un-reviewed statements

6 Travel charges (other than airline tickets and conference registration) ti for ASU affiliates in travel status t Hotels, meals, and transportation charges (including airport shuttles and rental cars) for ASU affiliates while in travel status are prohibited ASU affiliates includes faculty, staff, and students Individual and group travel expenses for ASU affiliates must be completed on a reimbursable basis Employees are eligible to apply for a Diner s Club Travel credit card through the ASU Travel office.

7 Gifts, contributions, and donations Gift cards Postage, postage services, and postal supplies (must go through ASU Mail Services) The UPS Store (is prohibited, by contract, from accepting official transactions) Flowers (unless the items are needed din conjunction with an official university event and are paid with local funds)

8 Employee moving expenses, employee househunting expenses, temporary employee housing (these are taxable transactions and must be processed through payroll) Contracted Moving Companies: Print work > $2,500 without advance Print Buyer approval Furniture, except as authorized by the Furniture, except as authorized by the Purchasing Furnishing Services group

9 Food and bottled water on State and Sponsored accounts Rare & precious metals Printing of merchandise with ASU logo without approval from Trademark Management Printing of anything with the ASU logo or word mark, excluding merchandise, that t does not adhere to ASU graphic standards and the ASU communication guide.

10 Splitting transactions to circumvent card limits Purchases over $5,000 need to be on contract or have advance buyer approval The P-Card office can temporarily raise card limits to allow for high-dollar approved transactions. with your request. Once the request is approved, keep a copy of the q pp, p py approval with the P-Card statement in case the files are ever audited.

11 Anything that serves a public purpose and is permissible by the rules and regulations set forth by ASU s Financial Services Manual and ASU Purchasing Policies & Procedures except for items listed on the P-Card Restricted Purchases list: Front Page Newspaper test

12 P-Card office Regular and random reviews Financial Services ASU Internal Audit ABOR Audit or Auditor General Senator requests Public records requests

13 We are here to help! Riki Meier P-Card Administration & Compliance Specialist / (480) Tirscha Gomez Financial Controls / (480)