Violations

The issuance of a PCard is a privilege and requires adherence to all procedures. Any gross misuse of the card may result in immediate suspension of card privileges, if so deemed by the Director of Procurement Services.

Failure to utilize the card correctly or to adhere to the electronic approval/reconciliation schedule may result in the following action:

Not approving in a timely manner

  • First Non-Compliance – Delinquency Memo sent to Supervisor, Department Head, Dean/VP
  • Second Non-Compliance- Delinquency Memo sent to Supervisor, Department Head, Dean/VP
  • Third Non-Compliance – Suspension of privileges

Purchase of unallowable item

  • First Non-Compliance –Memo sent to Supervisor, Department Head, Dean/VP
  • Second Non-Compliance- Memo sent to Supervisor, Department Head, Dean/VP
  • Third Non-Compliance – Suspension of privileges

Failure to attach receipts to statement

  •  First Non-Compliance –Memo sent to Supervisor, Department Head, Dean/VP
  • Second Non-Compliance- Memo sent to Supervisor, Department Head, Dean/VP
  • Third Non-Compliance – Suspension of privileges

 

Gross violation of NMSU’s procedures may result in immediate card repossession, followed by appropriate Administrative action.  Equipment over $1,000.00, travel (except airfare) or travel related expenses will be classified as an automatic violation.

Additional information can be located in NMSU Business Procedures Manual