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Business and Financial Policies and Procedures

Unit Due Diligence

The Department Card Manager (DCM) and Unit Head must follow the steps below when policy violations of a particular cardholder are identified. The DCM or Unit Head may forego these steps and request that the T-Card be canceled immediately, if the initial violation warrants such action:

  • First incident of noncompliant activity - a written warning notification is issued via email or paper by the DCM to the Cardholder and copied to the Unit Head; a copy is placed in the file with the receipt(s) for transaction; and a copy is emailed to UPAY Card Services. The notification must include details of the incident(s) along with the Expense Report number(s) for the transaction(s).
  • Second incidence of noncompliant activity* - a written warning notification is issued via email or paper by the DCM to the Cardholder and copied to the Unit Head; a copy is placed in the file with the receipt(s) for transaction; and a copy is emailed to UPAY Card Services. The notification must include details of the incident(s) along with the Expense Report number(s) for the transaction(s). UPAY Card Services will suspend the Cardholder's T-Card for the remainder of the current billing cycle through the next full billing cycle.
  • Third or more noncompliant activity* - a written warning notification is issued via email or paper by the DCM to the Cardholder and copied to the Unit Head; a copy is placed in the file with the receipt(s) for transaction; and a copy is emailed to UPAY Card Services. The notification must include details of the incident(s) along with the Expense Report number(s) for the transaction(s). Upon receipt and verification of continued non-compliance UPAY Card Services will suspend the Cardholder's T-Card for up to one year, or the T-Card account may be canceled.

*Second or more incident notification is applicable if the activity is of the same type as the first. Example: Cardholder is issued a non-compliance notification for using the T-Card for a personal meal. If Cardholder pays for another personal meal after receiving notification that the activity is not allowable, then additional notifications can be issued and the T-Card suspended or canceled accordingly.

Last Updated: May 20, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: May 2016

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