7.8.4 CONSEQUENCES OF MISUSE

When applying for a ProCard, an applicant states that they agree to the responsibilities of being a Cardholder. A violation or infringement of that agreement is referred to as an “infraction.” An infraction may be discovered by any of the following individuals: Cardholder, Reconciler, Final Approver, Internal Audits, or the Commercial Card Office. Some examples of infractions include (but are not limited to) the following items: 

• Split charges. 

• Failure to resolve being charged State of Texas sales tax. 

• Failure to verify vendor tax standing.

• Failure to approve the payment voucher (VP7 document) by the approval deadline. 

• Non-business-related transactions, including accidental personal purchases.

• Purchasing restricted items without prior approval.

• Permitting another individual to use the card without adherence to Departmental transaction log requirements.

• Missing itemized receipts or other supporting documentation.

A. Notification and Acknowledgement

If an infraction is identified, the Cardholder will receive a written notice, also sent to the Department Manager and Business Officer. The Cardholder must acknowledge receipt, and leadership may impose additional departmental procedures.

B. Consequences of Repeated Violations

Any account accumulating three infractions may face permanent revocation of Commercial Card privileges, with no chance of reinstatement

C. Accountability for Unauthorized Purchases

Cardholders are responsible for reimbursing the amount owed for unauthorized purchases, such as personal or inappropriate transactions. Despite taking corrective measures, these infractions will still be considered when evaluating whether the card should be revoked.

Part 7. Purchasing - Table of Contents