Non-Compliance Policies/PCard

Participation in the Purchasing Card (PCard) Program is a revocable privilege. The Cardholder is responsible for adhering to all University policies and procedures as well as campus regulations and guidelines for purchases or reallocations. Violations of PCard policies and procedures may jeopardize the entire campus’ use of PCards.

Taking into account the severity of the violation and of the Cardholder’s history of offenses, non-compliance will result either in a warning via email with copy to Supervisor, reimbursement to UH Hilo, temporary/permanent suspension of the use of the PCard, additional training, or any combination of the aforementioned actions.

• 1st Infraction: Warning with copy to Supervisor;
• 2nd Infraction: Six (6) month suspension of PCard and cardholder must complete PCard certification retraining;
• 3rd Infraction: Suspension of PCard for remainder of the fiscal year and for the following fiscal year and cardholder must complete PCard certification retraining;
• 4th Infraction: Termination of PCard.

Serious Violations

If the Cardholder’s offense is deemed to be deliberate, fraudulent or illegal misuse, the Cardholder may be subject to immediate card cancellation and/or disciplinary action, up to and including, termination of employment, in accordance with applicable collective bargaining agreements and University procedures. In addition, the matter may be referred to the Office of the University General Counsel for appropriate civil action against the Cardholder to recover University funds expended as a result of the unauthorized and/or inappropriate use of the purchasing card.

The Vice President for Administration, in consultation with the Vice President for Legal Affairs, will determine the appropriate course of action for the serious violations of purchasing card policies based on standards applicable to all University employees.

(6/26/2025)