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 TCard 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 University Payables (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 TCard 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 TCard for up to one year, or the TCard account may be canceled.

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

First Published: September 2012 | Last Updated: May 2024 | Last Reviewed: May 2024