Audit of Purchasing Card Program, July 2018

18 |  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 9. Continuity of the P‐Card Administration function Observation  The P‐Card Administrator is responsible for administering and managing the internal flow and  process of the P‐Card Program. Responsibilities of this position include, but are not limited to:   aligning of P‐Card policies and procedures with program goals   approving and issuing new P‐Cards   coordinating the of cancellation of P‐Cards   providing training   monitoring aggregate and individual spending   addressing necessary disciplinary actions   serving as the System Administrator for the web‐based P‐Card software.   Currently, there are no other employees trained that could assume the role and responsibilities  of the P‐Card Administrator if needed. Without an appropriate back up, business processes  could be compromised if the P‐Card Administrator function is disrupted due to an extended  absence or unanticipated vacancy of the position. Best practices would indicate that a backup  plan be developed and put in place.  Recommendation In order to ensure the continuity of P‐Card Administrative functions, an appropriate back up for  the P‐Card Administrator should be identified and trained.  Management Response  The Procurement Division is currently restructuring and identified a position to become the  backup for the Purchasing Card Administrator.  The expected date of implementation is October 1, 2018.