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CSCU committee reviews new systemwide P‑card policy after APA findings; mandatory training and limits planned
Summary
Following an Auditors of Public Accounts review of purchasing‑card use, the CSCU Audit Committee heard a systemwide P‑card policy that centralizes controls, limits card issuance and requires training and prior approval for exceptions.
The Connecticut State Colleges and Universities Audit Committee discussed a newly drafted systemwide purchasing‑card (P‑card) policy on May 29, 2024, prompted by findings from the state Auditors of Public Accounts (APA) about executive‑level P‑card use.
Cameron Liston, the system chief compliance officer, said the policy establishes acceptable and unacceptable uses, a multi‑tiered review process at both institution and system levels, digitized reconciliations, and mandatory training for cardholders and approvers. “The new PCard policy is a system wide policy that establishes responsibilities, limits, and controls that previously were individually managed by institutions,” Liston said.
Key elements and timeline Management said the policy will limit the number of P‑cards issued by applying eligibility criteria and will require prior approval for any exceptions to card limits or acceptable uses. The system is changing vendors to support digitized reconciliations and records. Liston said the policy’s effective date is targeted for April 1 (as stated in the presentation) and that the policy will be discussed and voted on at the next Board of Regents meeting on February 27 (date cited in presentation materials).
Regent Porth pressed for earlier board engagement, saying, “we have a fiduciary responsibility and an oversight responsibility,” and asked how the board and its committees would be alerted to such issues sooner. Management responded that violations must be reported to the cardholder and the supervisor and that audit findings will be made available to the board. General Counsel Karen Bufkin and the policy committee were cited as responsible for building communication and training plans.
Scope and current inventory General Counsel Karen Bufkin said the system currently has just under 1,000 P‑cards and reported a roughly 18–20% reduction since the rollout of the new vendor and initial cleanup efforts; management said further reductions are required by policy. Training will be developed by the system office and made available on demand; institutions can supplement with local training consistent with the system policy.
Ending Committee members asked for regular updates and publication of audit schedules; management committed to providing routine reports to the audit and finance committees and to making audits and reconciliation schedules available on request.
