The cardholder is responsible to insure the availability of budgeted funds necessary to meet the financial obligation incurred by the ProCard.
Cardholder Statements – must be signed by cardholder, supervisor and person editing the statement. Supporting documentation must be attached to the statement. Examples include:
Valid sales receipt or invoice
Original packing slip
Original cash register receipt
Original copy of order form or application
In the event that an original invoice/receipt is lost, a copy should be obtained with a statement that the “original invoice or receipt was lost” and both the cardholder and supervisor shall sign the copy.
In the event that an original receipt is lost and a copy cannot be obtained, the cardholder should complete an Affidavit of Lost Receipt form and attach it to the statement. Purchases for items shall be accompanied with a written explanation of the purchase. This includes, but is not limited to: PayPal.com, Amazon.com, QVC.com, and BarnesAndNoble.com.
Failure to Comply - Each cardholder and supervisor must comply with these procedures. Failure to comply will result in the following actions:
First incident – written notification (email or letter) of non-compliance.
Second incident – card use suspended for 30 days.
Third incident – cancellation of cardholder privileges.
NOTE: Depending on seriousness of the violation, disciplinary action may also include immediate account termination and/or suspension or termination of employment with KCTCS.
Violations include, but are not limited to:
Charging personal charges
Splitting a transaction to avoid the single purchase limit
Charging capital assets
Charging employee hotel accommodations
Charging car rental without prior written approval and documented justification.
Failure to submit statement of account to the ProCard administrator by the established deadline, etc.
KCTCS may terminate the cardholder’s right to use the ProCard at any time for any reason.
Supervisors of cardholders are responsible to carefully review each transaction to ensure compliance and validity.
