EFFECTIVE DATE: November 11, 2020
ISSUE #: 4
PRESIDENT: Dr. Antonio D. Tillis
PURPOSE
This policy statement addresses the procedures for the reimbursement of expenditures
made by University of Houston-Downtown (UHD) employees who incur expenses, on
behalf of the University, on University issued credit cards.
DEFINITIONS
2.1 University Credit Card: A credit card issued to the University of Houston-Downtown
that is distributed to an authorized employee to be used to make purchases for a
specific purpose such as general procurement, travel expenses, and fleet vehicle gas.
The University directly pays the expenses that are incurred by the authorized users.
POLICY
3.1 Eligible UHD employees may obtain and use credit cards authorized in this policy
statement for university business purposes. University credit card expenses will be
monitored and misuse of the credit cards may result in disciplinary action which may
include termination of employment and/or criminal prosecution.
3.2 Any charges incurred on a personal credit card by the employee are the responsibility
of the employee and not the University of Houston - Downtown and/or University of
Houston System. The employee is responsible for payment to the credit card company
within the period allowed. Any exceptions to this policy must be authorized by the
Vice President of Administration and Finance before any official travel expenses are
incurred.
3.3 Other purchases prohibited by university policy (e.g., flowers for employees or family
members of employees).
3.4 Instances in which UHD is liable for all official state business charges incurred and
will directly pay the credit card charges include:
3.4.1 Department Travel Cards are issued by and returned to the Travel Office and
they can only be checked out by faculty and/or staff. These cards are required
for all student group travel and study abroad travel. Department Travel Cards
will be determined by the Travel Office on a case-by-case basis.
3.4.2 Gasoline Credit Cards are issued to faculty, staff, and departments who are
assigned University fleet vehicles. These cards may be used only to charge gasoline and maintenance services for these vehicles owned by the University.
Employees will be required to complete a Gas Card Agreement before the gas
card will be issued.
3.4.3 Procurement cards (P-Card) are issued to university employees for the purpose
of making authorized purchases on the university’s behalf.
3.5 Upon submission of proper documentation the employee shall be reimbursed by the
University for expenses incurred on a personal credit card while on official university
business. Personal charges will not be reimbursed.
PROCEDURES
There are no procedures associated with this policy.
REVIEW PROCESS
Responsible Party (Reviewer): Vice President for Administration and Finance
Review: Every three years on or before May 1
st
Signed original on file in Employment Services and Operations.
POLICY HISTORY
Issue #1: 05/16/1994
Issue #2: 09/15/2003
Issue #3: 07/09/2015
REFERENCES
SAM 03.A.04, University Credit Cards
PS 01.A.08, Travel Policy
PS 05.C.09, General Procurement / Procurement Card
