PCard Three Strike Policy

To assist departments in using their PCard responsibly, Procurement Services will follow a Three Strikes System. Each strike is a warning for misuse. After three strikes, the cardholder's PCard or departmental card privileges will be revoked. Unless there is a serious infraction, Procurement Services may consider reinstating the PCard after a six-month period. If the cardholder again has the PCard revoked after an additional three strikes, the cardholder will no longer be permitted to use a personal or departmental PCard. Serious infractions will be escalated to Audit Services and the appropriate departments with oversight over the acquired goods/equipment/services.

What Counts as a Strike?

• Buying personal items with the PCard (regardless, the cardholder must reimburse the University for the personal items).
• Utilizing TTU's tax exemption for personal benefits or for non-business use.
• Continuously missing receipts (exceeding one per calendar quarter) or failure to obtain and maintain documentation.
• Not complying with spending limits or splitting transactions to circumvent spending limits/policy compliance.
• Not complying with TTU Operating Policies and Procedures, specifically OP 72.09 and any State of Texas or federal regulations related to procurement or financial compliance. 
• Late submission of the expense report unless pre-approval is granted by Procurement Services. Late submissions shall not become habitual and are never permitted after sixty (60) days.
• Knowingly using the PCard for expenses that do not adhere to the PCard Guidelines.
• Purchasing restricted expenditures without proper prior approval (software, foreign purchases, or other restricted items)
• Use of the PCard by anyone or any department other than the authorized and trained cardholder.
• Approving transactions without properly reviewing the transaction and supporting documentation to ensure compliance with OPs, as well as any applicable grant or funding requirements.
• Allocations of charges to sponsored project accounts or appropriated funds in a manner that is inconsistent with federal, State of Texas, or other guidelines.
• Shipping items to a non-university location without proper pre-approval.
• Failing to verify the vendor hold status ahead of purchase for any transaction exceeding $500 (not required for Amazon punchout).
• Utilizing a vendor who is on hold with the State of Texas (after verifying the hold status).

Serious Offense: 

Misuse of the PCard resulting in a serious offense will result in the immediate suspension of the PCard or departmental card and will be reported to the department head, chair, dean, and vice president  for further review. Serious fraudulent infractions will be reported to TTU System Office of Audit Services and/or the TTU Police Department.

• Falsely claiming personal purchases as legitimate University expenses. This includes false comments in Emburse.
• Submitting false or altered documents to justify PCard transactions.
• Utilizing any vendor where an undisclosed conflict of interest is present.

Three Strikes:

For all other offenses, the PCard office will track infractions. The PCard holder/user will be notified of each infraction. Upon the third infraction, the PCard/departmental card will be suspended for six months. If the cardholder again has the PCard revoked after an additional three strikes, the cardholder will no longer be permitted to use a personal or departmental PCard.

Strike Breakdown:

• First Strike: The cardholder will receive a written warning and a reminder of the rules
• Second Strike: The cardholder will be required to complete a short PCard refresher training. The manager/supervisor will be notified.
• Third Strike: The PCard or departmental card will be suspended, and the manager and department head will be informed.

Tips to Stay Strike-Free:

• Only use the PCard for approved business expenses.
• Keep all receipts and submit reports on time.
• Ask if you're not sure what's allowed.
• Perform a vendor search for all purchases of $500 or more. https://banapps.texastech.edu/itis/fi_vendor_search/home
• Email purchasing.pcard@ttu.edu for assistance.