In the wake of a probe of "purchasing card" activities
at Georgia’s colleges and universities, area college officials say they
have policies in place that closely guard against fraud.
"Our policies and internal control processes ensure
strict monitoring of all card transactions," said James Barnaby,
director of materials management at North Georgia College & State
University, last week. "Every charge is carefully reviewed and must
successfully pass four levels of audit."
Paul Glaser, vice president for business and finance at
Gainesville State College in Oakwood, said the college has guidelines in
place above what the state requires.
And the college’s purchasing director, Donna Kindon,
said, "We took our policy a step further by clearly defining what is and
is not allowed.
"We also have a ‘three strikes and you are out’ for
individuals who submit paperwork late or incomplete."
The University System of Georgia is studying each of the
612,000 transactions made in 2007 on the credit cards, which are used
for work-related purposes, said John Millsaps, spokesman for the
university system.
And the agency plans to hold employees accountable for
misuse.
Earlier in the month, Gov. Sonny Perdue asked all state
agencies to review the use of the cards after an audit showed evidence
of abuse.
"This is an involved process and we expect to (finish
the probe) in January," Millsaps said.
The program has grown over the years, and there are now
20,000 cards circulating in 129 agencies. The bills are paid directly by
the agencies.
NGCSU processed some 7,000 transactions for a total of
$1.5 million in fiscal 2006. Those numbers jumped to 9,000 transactions
and $2.2 million in fiscal 2007, Barnaby said.
Gainesville State had 8,124 transactions totaling about
$2.6 million during the 2006-07 academic year, Kindon said.
Barnaby said that if officials find a minor policy
violation, "we will write the cardholder a letter warning them of the
policy violation."
"If the cardholder commits a second minor violation, we
suspend card privileges for that person," he added. "Stronger
disciplinary actions are taken in the case of fraud or abuse."
NGCSU also underwent a review by the state auditor in
August 2007 and no violations were identified, Barnaby said.
The college’s spokesman, Joshua Preston, said that, as a
purchasing card holder, he can vouch for the school’s tight guidelines.
"Every penny on the monthly credit card statements has
to be reconciled and add up to the total balance," he said.
