Personal Purchases

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

If a Cardholder keeps a FlexCard in their wallet, it should be kept separate from personal credit cards.

Cardholders should be careful if they have 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, they must promptly resolve the situation by either:

  1. having the merchant back the transaction off of the FlexCard and charge it to a personal card; or, if this is not possible
  2. writing a check, payable to UC Regents, to reimburse their department for the full amount of the purchase.

A copy of the order documentation and the Deposit & Recording Advice should be retained, with a Memo to File explaining the circumstances surrounding the 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, in case the transaction is selected for audit.

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

Purchases of Restricted Commodities

Repeated purchases of restricted commodities (for example, food or beverages or postage stamps), 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.