Dear colleagues,
I am sharing with you recent updates to two Financial Services Manual policies that will reinforce responsible stewardship of university resources. John Arnold shared these changes with leaders across colleges and divisions earlier this week.
Updates to the PCard Violations policy
Our Supply Chain Services team has updated the PCard violations policy to clarify the responsibilities of cardholders and responsible users and align practices across the university. We will share these changes with cardholders and liaisons in an email message today.
Below is a summary of what is changing:
- If Financial Compliance identifies a PCard violation through internal review and no self-report violation has been submitted, the card will be suspended for three months. Cardholders or responsible users will receive an email notice listing corrective actions and must respond within five business days to avoid additional penalties.
- Self-report violations will not automatically lead to a suspension, depending on the severity.
- Cardholders or responsible users must reimburse the university for any unallowable purchases within five business days of the violation, unless they choose payroll deduction for reimbursement.
- This applies to both a self-report violation and a violation notice.
- Refer to the policy for all reimbursement options.
- PCard violations are tracked using the employee number and NetID and are kept on record by Financial Compliance.
- A PCard will be closed after three violations, and cardholders or responsible users will not be able to apply for a new card.
For assistance with these changes, you can request in-person and virtual training for your unit by contacting the Financial Compliance team.
Updates to the Transportation Policy for Commercial Airfare
The university has revised the Transportation policy as it applies to commercial flights and will approve airfare as follows:
- For a single flight under six hours, employees may only select the economy class or main cabin category that allows for a seat selection without upgrades (most direct and economical option).
- For a single flight between six and 10 hours, employees may upgrade to economy plus or equivalent categories (e.g., extra legroom, preferred seating).
- For single flights over 10 hours, employees may upgrade to business class with written approval from their college dean or division senior leader. The written approval must document the business purpose for the upgrade. Senior leaders must receive approval from their immediate supervisor.
In addition, please note:
- Additional travel logistics may be required, such as booking individual segments at different class categories, when requesting an upgrade on six-hour or longer flights.
- If desired, employees may pay for their preferred travel arrangements with personal funds or airline frequent flyer miles. The university will reimburse for airfare based on the revised policy upon completion of travel.
- These requirements apply to all funding sources except foundation funds, which require economy-class travel.
- Use of federal or sponsored funds must always comply with both university and sponsor specific policy.
- Employees with a medical accommodation need on file with the Disability Resource Center may continue to select airfare upgrades.
If you have questions about these policy changes, please contact our team.