Policy and Procedure Updates as of April 3, 2019

April 3, 2019

The following draft documents are now available for review and comment, and are posted on the Policies and Procedures Drafts website. Prior versions of these documents, for compliance reasons, were recently published through an expedited review process (see March 20 Business Update).  Since that time, these documents have been through a full review and approval process.

The documents will be posted on the drafts site for a period of 30 days.  If applicable, please discuss the documents with the appropriate people in your department.  Please send any applicable feedback to controllers.office@yale.edu.

Policy 3215 - Yale Purchasing Card

Related documents include:

These documents are submitted by the Procurement Department and the Controller’s Office. They were reviewed and updated based on requirements of Uniform Guidance (“UG”) – specifically, language was inserted in reference to procurement conflicts of interest. The policy and procedure were thoroughly reviewed and revised for clarity.

The policy now codifies the requirements of the cardholder agreement. Additionally, the documents clarify and enhance the expectations regarding the use of a PCard.

The procedure details the updated process surrounding the timeline for expense report submissions (i.e., 30 days from the date the expense is incurred), notification of outstanding PCard transactions, the suspension process, and potential disciplinary measures.

Finally, the cardholder agreement is revised and is now a form. PCard cardholders will still complete PCard training and sign the form through TMS, but the text will now be readily available for reference.

Reminder -

Always check the Policies and Procedures Website for the latest revisions of all documents.  This will ensure you that are utilizing the most up-to-date version.

If you have any questions, please contact Policy and  Compliance Services at controllers.office@yale.edu.