Exception Requests

An Exception Request Form is used to obtain approval to use a card for a justified expense that is prohibited by policy or is above a Cardholder's limits.  Information submitted on the form must include the University business purpose and the rationale for the exception.  Approval must be obtained prior to using a card to make the purchase.  Exceptions are not granted after the fact.  UPAY Card Services will route the request through the appropriate channels for review and processing.

Submission of an exception request does not guarantee the expense will be approved for purchase by the P-Card or T-Card.  Primarily, the unit should make every effort to procure the item/service using Banner or iBuy.

Examples of purchases for which a P-Card Exception Form can be submitted include:

• Cycle and/or single limit increases
• iPass Agreements for University vehicles

Examples for which a T-Card Exception Form can be submitted include:

• Cycle and/or single limit increases
• Limit increase for a University-contracted caterer or group travel.

Note: There are separate exceptions forms for the P-Card and T-Card, but the process is the same. Prior to completing the form(s), units may contact UPAY Card Services to help determine if an exception request is required.

Exception Process

The Exception Request form is:

• Completed by Requestor or Department Card Manager (DCM)
• Signed by Cardholder, DCM and Department Head
• Emailed to UPAY Card Services, by the DCM, with supporting documentation, if applicable, for processing

UPAY Card Services:

• Sends notification of receipt when request is submitted
• Requests at least 10 business days to process and/or route the exception to the appropriate unit for review
• Contacts Requestor for additional information, if required
• Sends an email to Cardholder and DCM when an approval or denial is made for the request
• Sets permissions/limits, if applicable, on a card to allow the purchase when the exception is approved.

 

Last Updated: January 9, 2019