Assessment Policy Updates: PCard Violations and Commercial Airfare for Enterprise Journey

Dear colleagues,

I’m sharing with you up-to-date updates to 2 Financial Services Manual policies that may reinforce accountable stewardship of college assets. John Arnold shared these modifications with leaders throughout schools and divisions earlier this week.

Updates to the PCard Violations coverage

Our Supply Chain Services staff has up to date the PCard violations policy to make clear the duties of cardholders and accountable customers and align practices throughout the college. We will share these modifications with cardholders and liaisons in an e mail message right now.  

Below is a abstract of what’s altering:  

• If Financial Compliance identifies a PCard violation by way of inner evaluation and no self-report violation has been submitted, the cardboard can be suspended for 3 months. Cardholders or accountable customers will obtain an e mail discover itemizing corrective actions and should reply inside 5 enterprise days to keep away from further penalties.
• Cardholders or accountable customers should reimburse the college for any unallowable purchases inside 5 enterprise days of the violation, except they select payroll deduction for reimbursement.
  • This applies to each a self-report violation and a violation discover.
  • Refer to the policy for all reimbursement choices.
• PCard violations are tracked utilizing the worker quantity and NetID and are saved on document by Financial Compliance.
• A PCard can be closed after three violations, and cardholders or accountable customers won’t be able to use for a brand new card.
  

For help with these modifications, you may request in-person and digital coaching in your unit by contacting the Financial Compliance staff.

Updates to the Transportation Policy for Commercial Airfare

The college has revised the Transportation policy because it applies to business flights and can approve airfare as follows:

• For a single flight below six hours, workers could solely choose the economic system class or important cabin class that enables for a seat choice with out upgrades (most direct and economical possibility).
• For a single flight between six and 10 hours, workers could improve to economic system plus or equal classes (e.g., additional legroom, most popular seating).
• For single flights over 10 hours, workers could improve to enterprise class with written approval from their school dean or division senior chief. The written approval should doc the enterprise goal for the improve. Senior leaders should obtain approval from their quick supervisor.

In addition, please observe: 

• Additional journey logistics could also be required, corresponding to reserving particular person segments at completely different class classes, when requesting an improve on six-hour or longer flights.
• If desired, workers could pay for his or her most popular journey preparations with private funds or airline frequent flyer miles. The college will reimburse for airfare based mostly on the revised coverage upon completion of journey.
• These necessities apply to all funding sources besides basis funds, which require economy-class journey.
• Use of federal or sponsored funds should at all times adjust to each college and sponsor particular coverage.
• Employees with a medical lodging want on file with the Disability Resource Center could proceed to pick airfare upgrades.

If you might have questions on these coverage modifications, please contact our staff.