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Business and Financial Policies and Procedures

UPAY Card Services Due Diligence

When noncompliant activity is discovered, UPAY Card Services may impose the same actions cited in Unit Due Diligence, including immediate suspension or cancellation of the T-Card account. UPAY Card Services notifies the Cardholder, the DCM, and the university OBFS executive officer when a T-Card is canceled due to noncompliant activity. The DCM should notify the Unit Head accordingly. University Audits is also notified immediately if the situation warrants.

The University of Illinois System reserves the right to forego any of these steps at any time and pursue the matter criminally. In addition to Cardholder regulations for non-compliance, UPAY Card Services can impose restrictions on a unit's T-Card program for any of the following:

  • Repeated incidences of noncompliance of T-Card and travel policies by Cardholder(s) in the unit.
  • Improper documentation (receipts and business purpose) of T-Card purchases.
  • Failure to create the Expense Report(s) to reconcile/process transactions.
  • Failure of the DCM to perform due diligence by reporting or addressing noncompliant activity.

The following actions may be initiated by UPAY Card Services upon discovery or reporting of repeated occurrences of noncompliant activity:

  • UPAY Card Services will schedule a meeting with the DCM, Cardholders and/or the Unit Head to review the issue(s).
  • The university OBFS executive officer will be notified of the issue(s) and University Audits will also be engaged if the situation warrants.
  • Failure to cease noncompliant activity(ies) will result in UPAY Card Services notification to the DCM, the Unit Head, and the OBFS Chief Business Officer for the university of possible suspension of T-Cards for the entire unit for at least one full billing cycle, or cancellation of unit's card program.

Last Updated: January 3, 2019 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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