8.12.3 Reconcile and Audit a PCard

Policy Statement

When an employee incurs an expense using a Purchasing Card (PCard), the employee must create an Expense Report (ER) in Emburse Enterprise to reconcile the charge within 25 calendar days, in order for the transaction to post in Banner for financial reporting. Failure to do this may result in suspension or cancellation of cardholder privileges.

Failure to reconcile PCard transactions in Emburse Enterprise means those charges will not be posted to the general ledger and will not accurately reflect the unit's and the University of Illinois System's financial position.

Reason for the Policy

Employee PCard expenses must be reconciled through an ER in Emburse Enterprise to accurately reflect the unit’s and the University of Illinois System’s financial position.

Applicability of the Policy

All expenses incurred through use of a PCard.

Procedure

Auditing Your Unit's PCard Program

UPAY Card Services, as well as internal and/or external auditors, conduct periodic reviews of unit's PCard use for compliance. Requests for transaction details and receipts can be submitted to a Cardholder and/or DCM for review. Noncompliant activity discovered during a review or reported to UPAY Card Services may impact Cardholder's and/or unit card program privileges. PCard activity can be audited for the following reasons including, but not limited to:

• Using the card for prohibited purchases.
• Failing to provide documentation of purchases.
• Providing unacceptable documentation.
• Late submission of purchase documentation.
• Failing to reconcile transactions.
• Allowing the PCard to be used by individuals other than the Cardholder.
• Splitting/“Stringing” successive purchases to circumvent the single transaction limit or avoid the competitive bid requirement.

Cardholders who misuse or fraudulently use the PCard are subject to investigation, disciplinary action, termination of employment, and may also be subject to criminal prosecution. The system can deduct any personal or non-system related PCard charges from the Cardholder's wages.