Once an application is approved, the cardholder will be responsible for reading, understanding and complying with university policies related to the possession and use of their P-card. CIT's Administration and Finance (CIT-DAF) staff is charged by the university with monitoring and ensuring cardholder compliance and will suspend or revoke P-cards when a cardholder does not fulfill his/her responsibilities. Whenever a determination is made that a cardholder no longer meets the eligibility criteria, his/her P-card will be cancelled. Specific CIT processes and procedures related to this policy are outlined below. The university's Division of Financial Affairs (DFA) may also cancel a P-card when it is not in active use or due to changes in their policies and/or procedures.

It is also important to understand that, although use of a P-card can expedite procurement, there is a fair amount of administrative overhead involved in processing the required documentation and approvals. Cardholders are held very strictly accountable for their P-card utilization and should always be sure they are using it in an appropriate manner. Whenever possible, cardholders should consult their division¹s/unit¹s administrative support staff or the Business Service Center to determine the best procurement method prior to making a decision to use a P-card instead of using our routine procurement processes.

Process/Procedures
Cornell Information Technologies (CIT) will obtain university Procurement Cards (P-cards) for employees who meet university eligibility requirements.

1. Staff charged with processing procurement requests for OIT/CIT will be issued P-cards to conduct day-to-day business.
2. Other OIT/CIT staff members may be eligible if their job requires that they make frequent business-related purchases that cannot be reasonably handled by our routine procurement processes.
3. P-card per-transaction ($500) and monthly activity limits ($5,000) for general cardholders are determined by university policy; university policy authorizes higher limits only for Business Service Center support staff due to the volume and nature of transactions they routinely process.
4. CIT-DAF will perform an annual review of cardholders and P-card activity and may elect to cancel cards that it deems are no longer required.

1. If a staff member meets the above eligibility requirements and would like to request a P-card, s/he should seek the support of their division/unit director.
2. CIT¹s Business Service Center Administrator [Kim Tilton] will then assist the staff member in completing the application process.

1. Cardholders are personally responsible for following university policies that govern when and how a P-card can be used. Questions should be directed to CIT's Business Service Center Administrator [Kim Tilton].
2. All required original receipts and documentation1, with the appropriate account number noted, should be delivered promptly to CIT¹s Business Service Center Administrator [Kim Tilton] for processing. University policy requires that this be done within ten (10) calendar days of the transaction, even when the cardholder is away from his/her primary work location.
3. Cardholders should only use their P-card when purchases cannot reasonably be effected by their division's/unit's administrative support staff, utilizing CIT's routine procurement processes. If a cardholder persists in using his/her P-card inappropriately, it will be brought to the attention of their division/unit director and could result in cancellation of their P-card.

1. Any time a cardholder's job responsibilities are materially changed, their division/unit director should review whether or not their P-card is still needed. If no longer needed, the P-card should be turned in to CIT's Business Service Center Administrator [Kim Tilton] for cancellation.
2. Whenever a personnel action is processed for a cardholder (e.g., transfer, appointment to a different job, termination, etc.), the CIT HR representative will notify CIT's Business Service Center Administrator [Kim Tilton] so the proper action can be determined.

1. Lost or stolen cards should be reported immediately to CIT¹s Business Service Center Administrator [Kim Tilton]. A replacement card will be requested as soon as possible thereafter.

A cardholder's failure to comply with associated university policies, including failure to provide sufficient documentary evidence (see DEFINITIONS section) within ten (10) calendar days, can result in the suspension or revocation of the P-card and possible disciplinary action including, but not limited to, employee termination as well as the filing of criminal charges.

Although the university can suspend or revoke a P-card when such action is warranted, units are required to determine and document the conditions under which P-cards will be suspended--as well as the period of suspension--or revoked. CIT has established the following criteria for such actions. Any suspension or revocation action will be documented in writing to the cardholder, their immediate supervisor and their division/unit director; copies will also be maintained in CIT's P-card compliance files. Repeated violations or careless disregard for process/procedure may be documented in an employee's performance evaluation; egregious violations may also result in the aforementioned disciplinary and/or legal actions.

Consequences