Use of the P-Card is a privilege and responsibility that should not be taken lightly. Adherence to CCC and State of North Carolina policies and procedures are fundamentally important to successful use of the P-Card. Inappropriate or unauthorized use of the P-Card may result in the suspension or revocation of P-Card privileges.
The following actions could result in P-Card privileges being suspended or revoked:
- Making unauthorized purchases as outlined above.
- Not adhering to CCC or State purchasing policies and procedures (e.g., consistently purchasing items in the open market that are available on State Term Contract).
- Having items shipped to the cardholder’s home address or any address other than to CCC Shipping & Receiving without prior approval from the P-Card Administrator.
- Exceeding single transaction limit or monthly credit limit.
- Not submitting the P-Card Monthly Reconciliation Form and supporting purchase documentation in accordance with the procedures outlined above.
- Any other action deemed inappropriate or unethical by the P-Card Administrator.
In the event P-Card privileges are suspended, the cardholder’s P-Card account will be placed in an inactive status ($0 credit limit) and the cardholder may maintain possession of his/her P-Card during the suspension period. Before regaining P-Card privileges, the cardholder will be required to attend P-Card training again.
In the event P-Card privileges are revoked, the cardholder’s account will be permanently deactivated, and the cardholder must surrender his/her P-Card to the P-Card Administrator for destruction. A cardholder whose P-Card privileges have been revoked may not be granted P-Card privileges again.
The P-Card Administrator shall document the reason(s) a P-Card was suspended or revoked and place a copy of the documentation in the cardholder’s account file.
Depending on the circumstances leading to the suspension or revocation, the cardholder, or cardholder’s supervisor, shall be responsible for completing and submitting a P-Card Monthly Reconciliation Form, Monthly Statement of Account, and supporting purchase documentation for any pending transactions.
Additional Disciplinary Action
Excessive or flagrant misuse of the P-Card may result in disciplinary actions, including personal liability for unauthorized purchases, disciplinary probation, or termination of employment.
A cardholder’s supervisor and the Human Resources Department will be notified of cases involving excessive, repetitive, or flagrant misuse of the P-Card to ensure appropriate disciplinary action is taken.