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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: Friday, March 23, 2012 2:24 PM by