PERSONAL PURCHASES, CARD MISUSE AND/OR ABUSE AND THEIR CONSEQUENCES

Personal Purchases

The FlexCard, unlike the Corporate Card, CANNOT be used for personal purchases.

If a Cardholder keeps a FlexCard in his or her wallet, it should be kept separate from personal credit cards to prevent it from being accidentally used for a personal purchase.

Cardholders should be careful if they have set up both personal and business online accounts with merchants such as Amazon.com: when making a personal purchase, make certain that the default card that appears during checkout is in fact your personal credit card and not your FlexCard.

If a Cardholder accidentally uses a FlexCard for a personal purchase, he or she must promptly resolve the situation. He or she must either:

A copy of the personal order documentation and the Deposit & Recording Advice should be attached to the order documentation, together with a Memo to File explaining the circumstances surrounding the accidental personal purchase. Copies of this documentation should be maintained even if the charge is backed off of the FlexCard and transferred to a personal credit card.

Repeated personal purchases, even if all promptly reimbursed, will result in suspension or cancellation of a FlexCard after the third occurrence.

Purchases of Restricted Commodities

Repeated purchases of restricted commodities (for example, food or beverage purchases; postage stamps; employee awards that exceed the limits established under UC Policy G-41 or that are not supported by an EMPLOYEE NON-CASH AWARDS APPROVAL form), or other repeated abuses such as intentionally splitting orders, will result in suspension or cancellation of a FlexCard after the third written notification from FlexCard Administration of a violation.

Fraudulent Misuse of a FlexCard for Personal Gain

Any instance of fraudulent misuse of a FlexCard for personal gain (the purchase of items for personal use with no reimbursement to the department) will be grounds for disciplinary action up to and including termination and legal action. Whatever other disciplinary action administered by the Cardholder’s department and the University, the Cardholder’s FlexCard will be revoked immediately and permanently.