A crucial part of the University’s Procurement Card program is the ongoing auditing feature. Virtual audits are conducted on an annual basis. This ensures that all cards are used for authorized purposes, and that precious University resources are being used responsibly.
Individual cardholders are audited for:
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Original itemized receipts
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Accurate reconciliation of receipts and monthly bank statements
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Completed DCard tracking log
Preparing for an Audit
If you’re being audited, how should you prepare? The auditor will expect that:
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All cardholders will have all requested original itemized receipts and records ready for the audit
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Monthly statements have been signed by both the cardholder and their supervisor, and submitted to the auditor prior to the audit deadline
During an Audit, cardholders are asked to provide statements and attach receipts to transactions using the Bank of America's Works system. Please refer to the following instructions for information on how to prepare for an audit, create and download monthly statements, and attach receipts to transactions.
Audit Process
All Procurement Card (PCard) and Department Card (DCard) audits are conducted remotely on an annual basis. Each cardholder must be audited at least once every 12 months.
Audit results determine the next scheduled audit:
- Green (Pass): Cardholder is compliant and will be scheduled for the next audit in 12 months.
- Yellow (Conditional): Minor compliance issues found; cardholder will be reaudited in 6 months.
- Red (Fail): Significant noncompliance identified; cardholder will be reaudited in 3 months, with possible corrective actions required before continued card use.
This system ensures consistent oversight while reinforcing compliance and accountability.
In addition to PCards, DCards are subject to the same audit requirements. Each DCardholder must maintain an Internal Tracking Log documenting all transactions, reconciled against monthly bank statements. The log and supporting receipts must be available during audits.
Amazon Purchases
All Amazon purchases must follow the same rules and regulations as PCard transactions. Amazon orders are subject to the same audit standards, documentation requirements, and compliance expectations as any other vendor.
Key Expectations:
- Every Amazon purchase must have an original itemized receipt. The order confirmation page or email alone is not sufficient unless it shows full details of items purchased, price, and payment method.
- Receipts must be reconciled and attached to transactions in the Bank of America Works system, just as with other PCard purchases.
- Purchases must comply with University procurement policies (e.g., no restricted or personal purchases).
- Amazon transactions will be included in annual audits, and noncompliance may affect audit scores (Red, Yellow, Green).
Important: Using Amazon does not exempt cardholders from University policies. Treat every Amazon purchase as a standard PCard transaction.