SPCC Non-Compliances & Consequences

Inappropriate Card Use, Infractions, and Subsequent Consequences Policy

In an effort to protect the University, maintain accountability, and ensure all UMW and State policies and procedures are upheld, internal and external reviews are regularly performed on the University’s Small Purchase Charge Card Program. The following is a list of various Card Use Non-Compliant Infractions or Non-Compliant Findings and resulting Consequences that a Cardholder or Approver may receive following a review of their transactions. No matter the reviewer, it is the responsibility of the Program Administrator to evaluate any non-compliant findings and take appropriate action.

Major State Non-Compliance
(serious state-level infractions)
Consequence
  • Splitting orders* to circumvent purchasing regulations
  • Inappropriate/Disallowed Purchases
  • Use of Card by another individual
  • Paying a late invoice w/o prior DOA approval
  • 1st Occurrence: 30 Day Card Suspension
  • 2nd Occurrence: 60 Day Card Suspension
  • 3rd Occurrence: Card Revocation

*Splitting orders – intentionally splitting one purchase into multiple transactions in order to circumvent single transaction limit threshold set on the Cardholder profile. Ex: Cardholder’s STL is $5,000 and charges a $6,000 purchase in two transactions of $3,000 each.

Minor State Non-Compliance/ Internal Non-Compliant Findings
(state-level infractions less serious than above or internal non-compliance)
Consequence
  • Small Business Quote not obtained for purchase
  • Full Credit Card Number on any written document (fax, email, mail)
  • Swept Transactions, not in dispute or missing receipts, not signed off
  • Orders/Confirming Orders not entered into eVA
  • Missing required documentation/forms (ex. receipts, travel or business meal forms, IT request forms, Gift Log Form, etc.)
  • Not following any terms stated in User Agreement
  • Purchasing retail club memberships or membership renewals (including but not limited to: BJ Wholesale, Costco, Sam’s Club, Amazon Prime, etc.)
  • Proper releases not obtained (ex. VCE, Sodexo waiver, etc.)
    • 1st Occurrence: Written Notice

 

    • 2nd Occurrence: Refresher Training

 

    • 3rd Occurrence: 30 Day Card Suspension

 

    • 4th Occurrence: 60 Day Card Suspension

 

    • 5th Occurrence: Card Revocation

 

Additional Situations
Additionally, the SPCC card may be suspended and/ or revoked as a result of:

  • Inactivity
  • Request by Cardholder’s Supervisor/Budget Director
  • Determination made by Procurement Services due to continued non-compliance of policies and procedures