Determine the Violation Status for the transaction based on the following guidelines. Violation A transaction where the Cardholder has not provided documentation from the – merchant but the charge appears to be reasonable for state business is to be considered a card violation. A Procurement Card Violation Warning Form does not need to be completed if the Approving Official believes that there has been no willful or negligent action on the part of the Cardholder and the charges appear reasonable for state business. Considerations in determining willful or negligent default include: a) The Cardholder has tried and been unable to obtain documentation from the merchant. b) The Cardholder is normally responsible and consistent with providing acceptable documentation. Action: A copy of this completed form is to be kept with the Cardholder’s statement that lists this transaction. Violation and Potential Inappropriate Purchases A transaction the Cardholder has not – provided documentation from the merchant and the charge does not appear to be reasonable for state business. Action: A Procurement Card Violation Warning Form needs to be completed. CCCS Procurement Card Transaction Log Cardholder Name: Month, Year Page of Vendor Ref.# or Date Vendor Description Price Project/Account Date MBE Transaction Ordered Name by Line Item Number Received or ID # WBE* *MBE Minority Business Enterprise –
Determine the Violation Status for the transaction based on the following guidelines. Violation – A transaction where the Cardholder has not provided documentation from the merchant but the charge appears to be reasonable for state business is to be considered a card violation. A Procurement Card Violation Warning Form does not need to be completed if the Approving Official believes that there has been no willful or negligent action on the part of the Cardholder and the charges appear reasonable for state business. Considerations in determining willful or negligent default include: a) The Cardholder has tried and been unable to obtain documentation from the merchant. b) The Cardholder is normally responsible and consistent with providing acceptable documentation. Action: A copy of this completed form is to be kept with the Cardholder’s statement that lists this transaction. Violation and Potential Inappropriate Purchases – A transaction the Cardholder has not provided documentation from the merchant and the charge does not appear to be reasonable for state business. Action: A Procurement Card Violation Warning Form needs to be completed. CCCS Procurement Card Transaction Log Cardholder Name: Month, Year Page of Vendor Ref.# or Transaction ID # Date Ordered Vendor Name Description by Line Item Price Project/Account Number Date Received MBE or WBE* *MBE – Minority Business Enterprise
CCCS-PCard-Pgm-College-level-Handbook.docx