7.8.3 APPROPRIATE CONDUCT WITH PROCARD

A. Detailed Instructions for ProCard Use 

1. Split Charges are Prohibited

The total amount of any individual purchase cannot exceed the Cardholder's single transaction limit. A “split charge” is the intentional splitting of a purchase such that the total amount of the transaction remains under the Cardholder’s single transaction limit. Splitting charges is strictly prohibited. 

2. Sales Tax Charges are Prohibited

UT Austin is exempt from paying Texas sales tax. If a vendor within Texas charges sales tax on a purchase, contact the vendor directly to request a refund of the sales tax. If the vendor is unwilling to cooperate, the item must be returned, or the Cardholder is responsible for reimbursing the University for sales tax that was charged at the time or purchase. Any correspondence related to reimbursement needs to be included with the documentation when submitted for imaging. Should the Cardholder need to be reimbursed sales tax they have personally paid, they can petition the Comptroller’s Office for reimbursement from the State. Vendors outside of Texas are not required to honor our sales tax exemption.

3. Verify Vendor Tax Standing With the State of Texas

Transactions that exceed $500 require a preliminary check of the tax standing of the vendor with the State of Texas. The vendor hold check cannot be completed more than 7 days before the transaction but must be completed before the Procard is used to make a purchase from the vendor. Vendor Hold Search

4. Comply with Commercial Card Usage List

The Cardholder must not purchase goods, services, or items included in the restricted items list.

5. Approving Payment Vouchers by the Deadline 

ProCard Payment Vouchers must be approved by the final approval date shown on the payment voucher creation email. 

6. Online Purchases 

All online purchases must be made using the Cardholder's official UT Austin email address. The Cardholder must not store ProCard credentials (card number, expiration date, CVV) in any online account, browser autofill, or digital wallet. If a vendor requires account creation, the account must be created in the Cardholder's name using University contact information.

• Amazon Business Prime:  All Amazon purchases must utilize the Amazon Business Prime Membership made available specifically for the University of Texas at Austin. 

• eBay: eBay purchases exceeding $500 require an approved Exception Request Form and a completed used equipment form. 

• PayPal: ProCard Cardholders cannot use a PayPal account and must instead utilize the “guest” option upon checkout.

7. Verify Specially Designated Nationals (SDN) Status for Foreign Purchases 

For all foreign purchases, the Cardholder is responsible for verifying that a vendor does not appear on the SDN List issued by the United States Department of the Treasury Office of Foreign Assets Control (OFAC). Under Executive Order (EO) 13224 issued by the President of the United States, all government entities are prohibited from doing business with people, organizations, businesses, countries, or other entities that appear on this list.  

B. Post-Purchase Requirements 

1. Card Transaction Processing

All transactions must be fully reconciled and supported by an itemized receipt and any applicable documentation.  All transactions must have a business reason listed in the comments section when completing payment vouchers. Commercial Card Training & Resources | Procurement and Payment Services

2. Missing Receipts 

If a receipt is lost, destroyed, or misplaced, Cardholders must first contact the vendor to request a copy of their receipt. If the vendor is unable to supply a new receipt, Cardholders must contact the Commercial Card Office.

3. Returns and Credits 

All returns and credits must be applied to the original card used for the transaction. Cash refunds and store credits are not permitted. Credits must also be processed using the same account and object code as the original transaction.  

4. Disputes

A dispute is a situation in which a cardholder questions the validity of a transaction that was charged to the account such as incorrect amounts, services not received, or items delivered in error.  Cardholders should initially attempt to resolve disputes directly with the vendor. If unresolved, file a dispute with the bank within 60 days of the statement date. When filing by phone, document the date, time, case number, and representative's name.

5. Compromised Account

A compromised credit card involves unauthorized access or use. Suspected fraud notifications may come from the bank via call, text, or email. If the card is compromised, lost, stolen, or shows fraudulent activity, notify the bank immediately. In confirmed fraud cases, also notify the Commercial Card office. The bank will deactivate the card, review recent transactions, issue a replacement, and transfer pending valid transactions. 

Unauthorized transactions are coded with the 1519 object code on the payment voucher. A refund should be processed in the next billing cycle; if not, contact the bank.

6. Internal Fraud, Waste and Abuse  

According to UT Austin Fraud Policy (HOP 3-1021: Suspected Dishonest or Fraudulent Activities), dishonest or fraudulent activities may include (but are not limited to) any or all of the following situations, whether paper, digital, or tangible form (as applicable): 

• Theft or misappropriation of funds, supplies, property or other resources

• Forgery or alteration of documents

• Unauthorized use of records

• Unauthorized alteration or manipulation of computer files

• Falsification of reports to management or external agencies

• Pursuit of a benefit or advantage in violation of the University's conflict of interest policy or other policies

• Improper handling or reporting of financial transactions

• Authorizing or receiving compensation for goods not received or services not performed

• Authorizing or receiving reimbursement for expenses not incurred

• Willful violation of laws, regulations, or contractual obligations when conducting University business. If you have knowledge or suspicion of fraud committed by an employee of the University, contact the Office of Internal Audits so they may investigate. During instances when Internal Fraud is found, the Cardholder is subject to consequences, which may include disciplinary action, including termination of employment and/or criminal prosecution

The Hotline (Anonymous) 

If you have seen a crime on campus or unethical use pertaining to the ProCard, report it confidentially to the Anonymous Hotline: 1-877-888-0002. For additional information, see University Compliance Services. 

Protection from Retaliation 

It is the policy of UT Austin not to retaliate against those who report suspected wrongdoing. See HOP 3-1022 Protection from Retaliation for Suspected Misconduct Reporting (Whistleblower)

Part 7. Purchasing - Table of Contents