Audits & Penalties

The Accounts Payable department is responsible for monitoring p-card transactions for compliance, not only with ACU policies but also with the IRS. The signed expense reports and their related documentation are audited on a monthly basis and retained in the Accounts Payable office.

If a cardholder does not submit the expense report on time or if a report is received in Accounts Payable that is in violation of the p-card policy, the cardholder and supervisor will receive an email notification from Accounts Payable allowing 7 days for the proper documentation to be provided. The cardholder will receive three email notices before the cardholder’s p-card is suspended. The suspension will be lifted 5 days after the proper documentation is received. Beginning December 1, 2012, if a cardholder has been suspended three times over a three year period, the cardholder will be permanently suspended from receiving an ACU p-card.

The p-card is a privilege granted to faculty and staff and must be used in a responsible and appropriate manner. Fraudulent misuse of the card or policy disobedience can result in:

  • Temporary card suspension
  • Permanent card suspension
  • Financial restitution
  • Employment termination
  • Other disciplinary actions set forth under university policy

If a supervisor is not meeting their supervisor responsibilities, penalties may include:

  • The suspension of all cards underneath the supervisor
  • Employment termination
  • Other disciplinary actions set forth under university policy