2. Issuance of Purchasing Cards. Observation The Procurement Manual, section 22C, states that the "P-Card Administrator enters the new Cardholder information into the p-card application". And consequently, P-Card Admin approves it and issue the new p-cards. The Procurement Manual, section 22C also states that the cardholder must pick up p-cards in person from the Purchasing Card Administrator. Per the Peard Manager, the cardholder is also required to sign an "Acceptance Form" prior to receiving their card. Per review of the entire population nine {9) of the P-Cards issued in 2022, IAD identified that four (4) of the nine (9) P-Cardholders did not complete the P-Card Application, and two (2) of the nine (9) P-Cardholders did not complete the Acceptance Form, which is signed by the PCardholders when they pick up their p-card in person. Recommendation To ensure compliance with the Procurement Manual, there should be a process in place to monitor and verify that all documentation related to the Issuance of P-cards is completed. In addition, it should be clearly stated in the Procurement manual the specific roles and responsibilities of the P-Cardholder, P-Card Administrator and Director/Offices in relation to the completion and approval of the P-Card Application and Acceptance Form. Management Response All requests for the issuance of a new p-card will be required to submit a Purchasing Card Application to the Manager of Procurement and General Services. Upon completion of new p-card holder training, all P-Card Acceptance forms will be completed and submitted to the Manager of Procurement and General Services for review. 9IAud,t of Purchasing Card Program August 2023
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