P-Card Violation and Reimbursement Process

Procurement Card misuse is broadly defined as using a procurement card in violation of university policies and procedures. When a Procurement Card violation occurs, a Procurement Card Violation Notification Form will be completed by the Cardholder, their Approval Authority and Procurement Services. The Procurement Card Violation Notification Form includes the type of violation, the cardholder’s explanation of the violation, if a reimbursement is needed, and the next steps taken with the cardholder. 

See the Procurement Card Violation and Reimbursement Process DAPP for more details.

 

 

OVERVIEW of PCard violation and reimbursement process

 

P-Card Violation Occurs by Cardholder

P-Card violation identified by the department/cardholder and the P-Card Violation Notification Form is completed.

  • Violations can also be identified by Procurement & Payment Services

 

Completed P-Card Violation Notification Form with Cardholder’s and Approval Authority’s signatures and all related itemized receipts are emailed to Procurement Services at pcard@uwyo.edu for review.

 

Procurement Services Review

Procurement Services reviews the submission and determines if the cardholder needs to reimburse the University of Wyoming for the purchase and what the next steps are for the cardholder.

If no reimbursement is needed, then Procurement Services will retain the form and advise next steps for the cardholder.

  • Copy of the P-Card Violation Notification Form and all related itemized receipts should be attached to expense report.

 

Reimbursement to the University of Wyoming

If a reimbursement is deemed necessary by Procurement Services, then the cardholder will be asked to write a check payable to University of Wyoming and will send/deliver the check to Procurement Services within 30 days of the notification. Payments not received after 30 days will be sent for payroll deduction.

  • Procurement Services

    Hill Hall Rm 620

    Dept 3605

    1000 E University Ave

    Laramie, WY 82071

  • If the reimbursement needs to be reconciled to one (or more) GL account string and one (or more) PPM account string, two separate checks will need to be written as one will be deposited at the Cashier’s Office and the other would be sent to OSP, respectively.

 

Copies of the P-Card Violation Notification form, all related itemized receipts, and reimbursement payment receipt should be attached to the expense report.