Saint Louis University

Non-Compliance Policy

Amex P-Card Policies and Procedures

Individuals given Procurement Card access by the University and their departments are held accountable for all transactions related to their card. Consequences for misuse of the P-Card are serious, and may include card suspension, card revocation, disciplinary action, employment termination and legal action.

The following responsibilities, while not all-inclusive, are critical and must be followed by all cardholders & approvers:

  • 100% review and approval of all P-Card Transactions in the online Recon tool, by the cut off date.
  • Using the P-Card for personal purchases is not permitted under any circumstances.
  • Ensures that Sales Tax is not applied to P-Card transactions.
  • Comments stating business purpose should be entered for every transaction.
  • Using the P-card for Prohibited Purchases is not permitted.
  • Ensures a receipt exists for every purchase.
  • Submit P-card Transaction Details and back up receipts within two weeks when requested for audit.
  • Account codes are correct for the expense.
  • Payments to SLU should not be on P-card.
  • Ensures no split transactions occur.
  • Failure to successfully follow the above listed policies and any additional policies listed in this manual can result in the following non-compliance actions:

    • First Time: Warning
    • Second Time: Warning with link to new tutorials
    • Third Time: 30-day card suspension
    • Fourth Time: New card holder and/or approver for the department
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