Recently, I wrote a FOIA request for 70 receipts for various P-Card charges that I found
interesting and/or questionable. I would very much appreciate the input of Emerge’s posters
about various issues raised by these receipts. First of all, 30 of the 70
receipts can’t be found. The response to my FOIA reads, ―Please note
our efforts continue to locate additional response of documentation.
: The obvious query is ―Did I just happen to ask for 30 receipts that had already been lost?‖ or ―Did someon
e wish to keep these receipts from me?
‖ If the latter is the c
ase, then I should understandably be curious as to why this information was withheld. Eighteen of the missing receipts with charges totaling $28,997.02 were for purchases at Office Depot. However, the charges were spread over a two-year period. Twenty-nine of the charges were made on the P-Card of a secretary at the administration building, who undoubtedly was ordering at the behest of Dr. Lathan or another administrator. No matter who charged these particular transactions, Dr. Lathan is ultimately responsible because the P-Card policy states that Dr. Lathan must authorize any single purchase of $500 or more and any monthly totals over $1,000 of an individual cardholder. The policy does not state whether or not the authorization should be in writing; however, if the policy is to be credible, there must be a paper trail to show authorization.
Many of all cardholders’ total transactions meet these demands for Lathan’s authorization.
In the case of the Office Depot transactions, all of them required
Dr. Lathan’s authorization,
according to the P-Card policy. Therefore, Dr. Lathan should be held personally responsible for all these Office Depot purchases. Without receipts, one of the most important safeguards of the P-Card policy is compromised. Policy requires that there is an itemized receipt for all transactions and that the cardholder write on each receipt the purpose and recipient of the items. QUESTIONS: Since the P-Card process has, in large part, replaced the Purchasing Department, who receives the supplies ordered on the cards of employees who work on Wisconsin Avenue? Would a secretary order items for a school or do all those supplies stay at the boardrooms? Who keeps track of whether or not items purchased correspond to a line item of the budget and whether or not purchases have gone over budget? RECEIPT DATE COMPANY COST FUND RECEIVED 6/10/11 Office Depot $1,069.14 Activity NO 8/16/11 Office Depot $2,126.85 Ed NO 9/16/11 Office Depot $1,730.24 Ed NO 10/21/11 Office Depot $663.89 Ed NO 11/23/11 Office Depot $2,093.07 Ed NO 12/15/11 Office Depot $2,727.95 Ed NO