Audit Procedures

University of Louisville ProCard Office will perform regular audits of ProCard account files.
Such audits will be designed to verify the transaction description, amount, completion of the transaction summary log, and other obligations and restrictions in reference to the ProCard policy and procedures.
ProCard activity shall be analyzed and monitored by the ProCard Office.
The following actions may be imposed following an audit depending on the severity of the audit finding:

Surrender ProCard
Improper or fraudulent use of the ProCard may result in disciplinary action, up to and including prosecution and termination of employment.

The cardholder will be contacted by the ProCard Auditor with a recommended audit date and time. If the scheduled date and/or time conflicts with the cardholder’s schedule, a cardholder may request to reschedule the audit. The rescheduled date should be within one week prior to or after the date recommended by the ProCard staff. Any request that cannot be accommodated within this timeframe must be submitted to the Assistant Director of Card Services for approval with the requested date.
Audits will be conducted in the office of the cardholder, assuming there is adequate work space for the Auditor. If desired by the cardholder, the audit can be conducted at the Auditor's office. This option will require original documentation to be taken out of the department for the term of the audit. The department may maintain copies of records, at the department’s expense, if needed. At the completion of the audit, all files will be returned to the cardholder.
Departments should periodically conduct their own internal review of ProCards. The ProCard Audit Checklist can be used as a tool to facilitate internal reviews. Any policy violations or fraudulent purchases discovered during an internal review should be reported immediately to Tanisha Hackett, ProCard Auditor, at 852-8214.