Number: SOP-CARD-05
Subject: Personal Purchase Reimbursement
Summary: How to refund IU for a personal purchase made with the P-Card.
Source: University Procurement Services
Date of Issue: 03/12/2019
Date of Revision: 12/05/2023
Rationale
To provide Indiana University employees instructions for reimbursing Indiana University for a personal transaction on a P-Card.
Procedure
Personal transactions are restricted on the P-Card. If a personal transaction is identified on the P-Card, the purchaser must reimburse Indiana University for the total amount of the transaction.
Reimbursement Procedure:
- The fiscal officer processes repayment by purchaser to IU on an Advance Deposit form using the same General Ledger detail as the submitted charge.
- The P-Card transaction is reconciled in Chrome River using the Personal Accidental Usage Expense mosaic.
- An explanatory note is added confirming reimbursement and recording the Advance Deposit or Chrome River document number to complete the audit record.
Sanctions
Unintended use of the P-Card on a personal transaction may occasionally occur and is not grounds for disciplinary action.
Fraudulent or intentional misuse of the card may result in disciplinary action up to and including employee termination and/or revocation of P-Card privileges. Violation of state statutes may result in civil or criminal penalties.
The Associate Vice President of Procurement Services reserves the right to restrict or revoke delegation to specific departments or individual for failure to adhere to purchasing policies and regulations or as circumstances warrant.