<%
Function GetHeadline()
GetHeadline="Unauthorized and/or Inappropriate Card Use"
End Function
%> > Winona State University > Faculty/Staff Main > Business Office > Purchasing > Purchasing Card > Unauthorized and/or Inappropriate Card Use
Unauthorized and/or Inappropriate Card Use
The purchasing card is the property of Winona State University and is NOT to be used for personal
transactions under ANY circumstances regardless of reimbursement to the University. Using the card
for personal use will automatically revoke the card privilege and subject the employee to disciplinary
action, including reimbursement of all personal charges and/or termination of the employee. All
charges that are not authorized and approved by the University will be the responsibility of the
employee to whom the card is issued. The employee will reimburse the State Of Minnesota at
Winona State University for all incurred charges and any fees related to the collection of those charges.
Unauthorized and/or inappropriate card use includes, but is not limited to:
- Items for personal use (such as Kleenex tissues, greeting cards, invitations, paper cups
or plates, pictures, radios, art objects, etc.), flowers or holiday decorations;
- Alcoholic beverages, drugs, or pharmaceutical products;
- Items which would be given away for promotional purposes;
- Dues memberships, subscriptions and registration fees;
- Payments to individuals, employees, or students for any reason (including consulting
services, honorarium payments, contributions of any kind and student aid payments.);
- Expenses for faculty and staff recruiting, advertising, or entertainment of prospective employees;
- Travel related expenses. Payment for hotel/motel rooms or conference lodging deposits, airline,
rail, or bus tickets, entertainment, parking fees, lodging, vehicle rental, bus fares, taxi expense, or
food;
- Moving expenses;
- Gifts, donations, or contributions to individuals or organizations;
- Purchase of or removal of hazardous or radioactive materials;
- Cash advances;
- Weapons of any kind or explosives;
- Pyramiding (multiple purchases to cover same transactions)
- NO FOOD – or anything that requires a special expense form
Abuse includes, but is not limited to:
- Using the card for personal charges
- Exceeding budget limits
- Loss of receipts/not submitting receipts in a timely manner
Process when abuse is suspect may include, but is not limited to:
- Temporary revocation of the purchasing card
- Asking cardholder about the items
- Visit with the supervisor or manager
- Review with vendor (if appropriate)
- Contact Human Resources
- Notify union representative
A cardholder who makes an unauthorized purchase with the card or uses the card in an
inappropriate/abusive manner will be subject to revocation of the credit card and disciplinary
action including restitution to the University for unauthorized purchases, possible card cancellation,
as well as possible termination of employment at the University and criminal prosecution.
If the cardholder is unsure whether a purchase can be processed with the card, please call the
Purchasing Card Administrator, ext 5067 or ext 2568. Do not charge and inquire after the
purchase. If any item purchased with a credit card is deemed not acceptable, arrangements must
be made for a return for credit or an exchange. A cash refund or check is prohibited unless the
vendor insists that a refund must be by cash or check, and then the funds must be deposited
immediately with the University.
Last Modified: Tuesday, July 01, 2008 13:49 by Kathryn Mahlke
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