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P-Card Violations Procedures

The following are the consequences of violating the Procurement Card policies.

If a cardholder fails to adhere to policy, they are subjected to the suspension or revocation of the card.

P-Card Violations Include:

  • Purchase of personal items, including but not limited to any purchase that the cardholder cannot provide a bona fide UC business purpose.
  • Purchase of prohibited or unauthorized items.
  • Splitting a transaction in order to bypass the transaction limit (per PPM 350-22).
  • Late submission of AggieTravel reconcilation report in Kuali Financial System (KFS), 30 calendar days or later after the posted date of the card expense.
  • Providing insufficient source documentation on the Aggie Travel reconciliation report.
  • Failure to notify US Bank of disputed items within 30 calendar days of the statement date where the disputed item first appears.
  • Any additional violations of campus and University of California procurement-related policies.

Consequences for Card Program Violations

  • If the policies of the Card Program use are not met, a written notice will be issued via e-mail to the cardholder and the fiscal officer. The written notice serves as a first time warning.
  • If a second violation occurs for the same issue, the cardholder, fiscal officer, and the department’s vice-chancellor or assistant dean will receive notification of final warning before card privileges are suspended or revoked.
  • If a third violation occurs for the same issue, then the card will be suspended or revoked. A cardholder who loses their Procurement Card privileges may reapply after six months and will be required to complete the new cardholder training again.

Card Program Administrator Reserves Right to Revoke Card Privileges

The card program administrator reserves the right to revoke card privileges of the cardholder and/or department at any time a violation has been confirmed per university policy (please reference BUS-43 for additional information).