Audit of Purchasing Card Program, July 2018

16 |  A u d i t o f t h e P u r c h a s i n g C a r d P r o g r a m  J u l y 2 0 1 8 Management Response  Upon receipt and review of the audit findings, it was discovered that a letter was sent to the  Department Director responsible for two of the three cases on April 26, 2017. The Department  Director responded to both on May 1, 2017 explaining that the P‐Card Account Coordinator and  assigned Manager were reminded of the procedure for completing the Acknowledgement of  Returned Purchasing Card Form, and both examples will be used as a briefing topic at the next  staff meeting.   A letter was sent to the Department Director responsible for the third case on July 19, 2018.  The Procurement Division will obtain a written letter of explanation from the Department  Director and will be reviewed for corrective action. The Department Director will be contacted  for explanation by August 1, 2018.  The Procurement Official will reiterate to Department Directors their ongoing responsibility to  immediately notify Human Resources when a cardholder’s employment status changes that  extend past five business days. Mandate that Department Directors comply with the  requirement to complete an Acknowledgement of Returned or Suspended Purchasing Card  form  upon an employee’s separation and provide the completed form to the P‐Card Administrator.  The Purchasing Card Administrator will continue to reinforce this policy in P‐Card Approver  training.  The expected date of implementation is October 1, 2018.