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ACST Policies & Guidelines

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Centralized Purchasing Policy and Procedures

Procurement Card (“PCard”) Procedures

Purpose

ACS Technologies Group, Inc. (“ACST”) may provide eligible employees with corporate credit cards ("PCards") to be used for business-related expenses. Having these cards helps us track and process our expenses, reduce fraud, and make payments more efficiently. As defined within this policy, employees who hold company PCards will use them properly and understand their limitations and responsibilities.

Scope

These procedures apply to employees who are eligible to use a company PCard. It also applies to employees who have the right to approve the use of a PCard for their department / team members. This policy does not apply to Contractors or Consultants.

Individual PCards

Employees who are eligible to have a PCard are identified either by their position or role, and if they are frequent business travelers.

  • C Suite / Executive Team Members

  • Senior Directors / Vice Presidents

  • Directors / Managers

  • Travelers - Employees who travel more than 25% for work may be eligible for a PCard. The employee's supervisor determines if they meet the travel time threshold.

If you do not have a PCard and believe that you meet the requirements to have one, speak with your supervisor to request one.

Department PCards

Certain departments have PCards assigned for use by their department. Department PCards are designated to be used for expenses that are department related. However, this excludes the purchase of any hardware, software, services, and travel arrangements or purchases.
Note: All ACST technology related purchases must be requested through Centralized Purchasing. For Hardware purchases, enter a Purchase Request in the ITSRS. For Software purchases, apps, and integrations, enter a Legal / Risk Due Diligence request.
PCard Limits and Limitations
Individual PCards should be used for business expenses, including business travel expenses.
RolePCard Limits per month
C Suite / Executive Team Members$25k
Senior Directors / Vice Presidents$15K
Directors/ Managers$10k
Travelers$5k
Departments$250k to $500k
* Limits may be increased depending on the employee and the amount of business travel activity. Limits must be approved by a team lead or supervisor.
Note: These limits may be increased due to the amount of business travel incurred, depending on the employee. Limits must be approved by a team lead or supervisor.

Procedures for Expense Reporting

If you have never filed a Wells Fargo expense report before, complete this form to ensure you are added to the reporting app.

  1. Use the PCard in accordance with the limits and limitations described above.

  2. Retain all itemized receipts and submit them for review and approval as Finance will need them for reconciliation and reimbursement against the monthly statements.

  3. By the second business day after the close of each month, PCardholders must complete the WellsOne Expense Manager (WOEM) expense process.

  4. Supervisors must approve expenses by the third business day after the close of the month.

For additional information, visit the Accounting Hub or contact accounting@acst.com.

Consequences for Inappropriate Use

If a PCardholder uses their PCard for something that is not approved, they are responsible for reimbursing ACST.

If a PCardholder repeatedly fails to meet the deadline to file their monthly expenses, they can and will lose the privilege of having a PCard and be asked to file their expenses through another approved method.

Last updated: May 28, 2025