This tool contains two sample work programs that highlight general steps organizations should follow when conducting a procurement card (p-card) process audit. Sample 1 focuses on establishing and verifying the essential components of a procurement card (p-card) program. It begins by ensuring that all users and supervisors undergo training before receiving their cards, covering responsibilities, transaction procedures, spending limits, record-keeping and handling disputed charges. The sample also reviews cardholder agreements to confirm that they are acknowledged by both employees and managers.

Spending limits for individual and total purchases are audited to ensure adherence and compliance with organizational policies. Auditing procedures require cardholders to reconcile monthly statements with receipts, maintaining a log of purchases, and ensuring that department managers perform secondary reconciliations for approval. Additionally, this sample includes steps to verify that procurement cards are deactivated promptly upon termination, resignation or transfer of cardholders and that only current employees hold active cards.

According to this process, a copy of the user training manual should include the following:

• Participant responsibilities
• Procedures for requesting a procurement card
• Authorized vs. unauthorized transactions
• Spending limitations