HBP Part 7.8.6 Reporting Requirements for Misuse

Handbook of Business Procedures

Date published: September 7, 2018
Last revised: January 21, 2020
Issued by: Purchasing



A. Disputing a Transaction 

What is a Dispute? 

A “Dispute” is a legitimate transaction with a vendor where one of the following occurred: 

  • An incorrect amount was charged to the card. 
  • The work was never completed, or item never received.  
  • The wrong item, or a damaged item, was received from the vendor.  

Reporting a Dispute 

Before reporting a dispute to the bank, the Cardholder must first make a good-faith effort to settle a claim, or dispute for purchases, with the vendor directly. If the vendor fails to resolve the issues, a dispute may be filed with Citibank. The dispute must be filed within 60-days of the statement date. 

The Cardholder may also utilize CitiManager to report a dispute. 

B. Compromised Information 

What is Compromised Information? 

“Compromised Information” is different from a dispute. It refers to ProCard information (card number, name, CVV code, chip PIN number and/or the bank identification number) that, without permission, may have been obtained by someone who is not the Cardholder or the Central ProCard Office.  

If a card has been compromised, alert the Central ProCard Office immediately. 

C. Fraud Reporting 

Notification of suspected fraud may come from Citibank via phone or email.  

Suspected Fraud 

If a ProCard is lost or stolen, or if fraudulent activity has occurred, the Cardholder must first notify Citibank immediately. Citibank then works with the Cardholder to review the transactions in question.

Confirmed Fraud 

If fraud is found and confirmed, the Cardholder must inform the Central ProCard Office, which notifies the Office of Internal Audits. The bank then deactivates the old card and sends a new card to the Central ProCard Office, which notifies the user when the new card is available. Any verified, pending transactions are transferred by the bank to the new card.  

All instances of Unauthorized ProCard Transactions should utilize the 1519 object code on the payment voucher. All correspondence related to the fraud should be included in the *DEFINE notes, and submitted with the documentation. The fraud must be reported to the bank within 60-days of the statement date. A refund should be issued to the same account, using the same object code, for the next cycle period. If the refund does not clear within the next cycle period, contact the bank. 

D. 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): 

  • Misappropriation of University property, or other fiscal irregularities. 
  • Forgery or falsification of any official University document. 
  • Misappropriation of funds, securities, supplies, or any other state asset. 
  • Illegal or fraudulent handling, or reporting of money transactions. 
  • Acceptance or solicitation of any gift, favor, or service that might reasonably tend to influence the employee in the discharge of his or her official duties.  
  • Willful and unauthorized destruction of records, furniture, fixtures, or equipment. 

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