Consequences Of Misuse and Noncompliance

• U of A
• Travel Services
• Travel Card
• Consequences Of Misuse and Noncompliance

Overview

Compliance with established rules, regulations, and policies is key to maintaining a successful travel card program. Those found in violation of established rules, regulations, and policies, or those who make questionable purchases without approval or justification, will face consequences at varying levels. Ensuring cardholder compliance with established rules, regulations, and policies is the primary function of the Administrator of Travel Credit Card Services. 

---

Consequences 

1^st Incident: For the first incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder's manager, and budget officer will be notified. Additional training will be offered.

2^nd Incident: For the second incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder’s manager, and budget officer will be notified. The cardholder’s travel card will be immediately suspended for the remainder of the current cycle period and one full spending cycle thereafter. Additional training will be required to reinstate travel card privileges.

3^rd Incident: For the third incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder’s manager and budget officer will be notified. The cardholder’s travel card will be cancelled. A new travel card will not be re-issued until such time that your department officials, along with the Travel Office agree that a new card may be issued. The cardholder’s manager or budget officer must submit written justification to support reinstatement privileges for such privileges to be considered. If the Travel Office approves reinstatement, additional training will be required. Reinstated travel cards may have their spending limits lowered at the discretion of the Travel Office.

Habitual Noncompliance: Habitual noncompliant activity, as determined by the Travel Office, will result in the irrevocable loss of travel card privileges. If it is suspected that the travel card is being used fraudulently or inappropriately, the card will be cancelled. Following cancellation, the cardholder, cardholder’s manager, cardholder’s budget officer and Internal Audit will be notified. Habitual noncompliance includes not attaching travel card transactions to an expense report resulting in a personal reimbursement to the traveler for university-paid expenses.

Personal Transactions: Personal/non-allowable purchases will be invoiced by the Travel Office to the cardholder to pay back and cardholders may face additional consequences as outlined above. 

Do not provide your full credit card number via email or fax OR attach any documentation with your full card number to transactions in Workday. If this occurs, your card may be cancelled.