P-Card Unauthorized or Personal Purchases

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P-Card: Personal or unauthorized purchases

Under UC policy, cardholders must reimburse the university for unauthorized purchases within 60 calendar days.

Personal Purchases

Purchases for items or services for personal use are prohibited.

Notify Charge String Approver or PPM Project Manager and Identify Steps To Avoid Future Personal Use

If the Procurement Card is used for a personal purchase, the following steps must be completed immediately:

  1. The cardholder must contact the Charge String Approver or PPM Project Manager assigned to the card, alerting them of the inappropriate use.
  2. The Charge String Approver or PPM Project Manager must then notify the P-Card Administrator of the violation, by email to [email protected]. The email must also indicate what steps are being taken to ensure that the card is not inappropriately used again.

Repay the University for the Personal Expense

Next, the following steps need to be completed within 7 (seven) calendar 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."
    • The departmental staff who process cash deposits should process the check deposit using Transact Payments.  Questions on this process should be directed to [email protected].
  2. Email [email protected] a confirmation that the above action has been completed, along with a screenshot of the Transact Payments Deposit Report.
  3. Attach a copy of the Transact Payments Deposit Report to the AggieExpense Expense Report. Please use Expense Type of "Other Supplies (PC 8000)". 

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.