|
All transactions must be for the use and benefit
of Drexel. Personal purchases are strictly forbidden. Fraudulent
use will not be tolerated. If fraudulent use occurs, the Purchasing
Card privileges will be terminated for that cardholder and
the cardholder will be required to reimburse the University
for any and all fraudulent purchases. Disciplinary action
will be taken according to University policy.
Corrective Actions For Violating Purchasing Card
Policy
Personal Use of Card
If the offense is found to be accidental, the cardholder will
be required to refund the cost to the University. (More than
one accidental use may lead to card termination.) If the offense
was found to be fraud, the cardholder could face termination
and possible criminal charges.
Sales Tax
If a cardholder is found to have paid sales tax on
non-taxable purchases, the Purchasing Card will be suspended
until the cardholder has been reimbursed by the vendor. If
the cardholder fails to get reimbursement on three or more
purchases, the Purchasing Card privileges will be terminated
and the card will be revoked.
Sales Tax Exemptions
Drexel University holds state sales tax exemptions
in Pennsylvania, New York
and New Jersey. If you are ordering online
from another state and are having it shipped to a Pennsylvania
campus, it will fall under the Pennsylvania state sales tax
laws. The same rule applies if you are ordering from the New
Jersey campus; the New Jersey tax laws will be applied. The
Pennsylvania sales tax exemption laws are complex; therefore,
if you have any questions of whether or not an item is taxable,
please contact University Procurement.
Receipts
If a cardholder is found to be missing sales receipts, the
card will be suspended until the cardholder can produce the
receipts. If a secondary receipt cannot be obtained from the
vendor, a Missing Receipt Form must be completed for each
lost receipt. This form must be signed by a Dean or Vice President.
If the cardholder continuously fails to keep receipts the
card will be revoked.
Intra-Campus Purchases
(e.g. University Club or any Drexel run programs) - Warning
for the first two violations. Third offense the card will
be revoked.
Non-Allowable Purchases
(e.g. alcoholic beverages, radioactive materials, live animals) - Depending upon the circumstances of the purchase, the card can be revoked immediately.
Monthly Reconciliation
Failure to reconcile by the monthly due date without contacting the administrator in advance: First and second offense the card will be suspended until the reconciliation has been completed. Third offense the card will be revoked.
Monthly Statement Submission
Failure to submit a Statement of Account by the monthly
due date without contacting the administrator in advance:
First and second offense the card will be suspended until
the statement has been received. Third offense the card will
be revoked.
Irresponsible Card Management
Multiple offenses in different categories will result in card suspension pending a review.
|
