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P-Card Unauthorized or Personal Purchases

This page provides guidance on how to manage personal and unauthorized purchases on the Procurement Card.

Per university policy, the cardholder has 60 days to reimburse the university for purchases not related to a business need.

Purchases for items or services for personal use are prohibited. If the Procurement Card is used for a personal purchase, the cardholder should discuss the matter with their fiscal officer/reviewer to determine what steps will be taken in the future to ensure the card is not used for any personal use purchases. 

The fiscal officer/reviewer should notify the P-Card Administrator of the violation immediately, by email to

Finally, the following steps will need to be completed within seven days of the transaction to ensure that the expense is properly repaid to the university.

  1. Repay the university with a check made payable to "UC Regents." Process the payment via CASHNet.
  2. Email a confirmation that the above action has been taken and provide a screenshot of the CASHNet document.
  3. Attach a copy of the CASHNet document to the AggieTravel Expense Report. Please use Expense Type of "Other Supplies (PC 8000)". 
  4. Reference the Cashier's Office website for information regarding the CASHNet document.

Unauthorized Purchases

If a transaction was not for personal use, but is determined to be “unauthorized," the cardholder may be asked by their department to return the item or repay the university, following the steps above. Refer to section V of PPM 350-10 for more information. 

To ensure cardholders are aware of what is allowable on the Procurement Card, they should refer to PPM 350-22, specifically, sections IV.B on allowable purchases, and V.A on their responsibilities as a cardholder.