The Approver must make a determination if a transaction is a P-CARD violation or not. Once the determination has been made that a transaction is a P-CARD violation, the Approver should follow the instructions below.

APPROVED INSTRUCTIONS:

1. Obtain an explanation from the Cardholder of why this purchase was made on a University credit card and what has been done to correct the situation.
2. Review the Cardholder’s P-CARD violation history to determine if the Cardholder has Repeatedly had P-CARD violations. This history will contribute to the decision to warn the Cardholder or to revoke the University credit card. Management and/or if the department has a separate “Violations File”, check it.
3. Determine the Card Status based on the following guidelines:
   
   
1. FOR THESE VIOLATIONS
   SPLIT PURCHASES.
   INAPPROPRIATE PURCHASES.
   CHRONIC LACK OF DOCUMENTATION.
   PERSONAL PURCHASE WHICH WAS IMMEDIATELY REPORTED AND REIMBURSED OR CREDITED BY THE MERCHANT. 
   NON-COMPLIANCE W/CURRENT POLICIES AS STATED IN THE CARDHOLDER/APPROVER HANDBOOKS
   The status of a chronic violator is determined by the Approver and/or Purchasing. He/she will investigate the number and nature of the Cardholder’s violations and their impact on the department and the University. The Approver may determine that card will not be revoked at this time. Any second offense is cause to revoke the card.
2. FOR THESE VIOLATIONS AND SUSPECTED FISCAL MISCONDUCT PERSONAL PURCHASE WHICH WAS NOT IMMEDIATELY REPORTED UPON DISCOVERY AND CORRECTED CASH OR TYPE TRANSACTION. CARD STATUS – UNIVERSITY CREDIT CARD WILL BE REVOKED AT THIS TIME.
   Suspected Fiscal Misconduct is to be reported as outline in the Financial Policy and Procedures. Contact Purchasing to inform them of the actions being taken.

4. Indicate the appropriate determination in the APPROVER DETERMINATION, CERTIFICATION SIGNATURE, ACTION section on the form.
5. Obtain the cardholder signature in the CARDHOLDER CERTIFICATION SIGNATURE section on the form. 
6. Take the action listed for the appropriate category indicated on the form.