Guidelines for the Disbursement of Funds

Security of the Payment Card

The cardholder is responsible for the security of the card. The card must be treated with the same level of care as the cardholder would use with his/her own personal charge cards. Guard the Payment Card account number carefully. It must not be posted in a work area or left in a conspicuous place. It should be kept in an accessible but secure location.

The only person authorized to use the Payment Card is the cardholder whose name appears on the card. The Individual Payment Card can be shared on a limited basis of not more than once per month or twelve times per year. The card is to be used for business purposes only. There are disciplinary procedures related to unauthorized use of the Payment Card.

The Departmental Payment Card can be used by the card administrator as well as others within the department. The card is to be used for business purposes only. There are disciplinary procedures related to unauthorized use of the Payment Card.

To review the actions that will be taken for improper use of the card see Compliance Reviews: What are the findings and actions taken?

Lost or Stolen Cards should be immediately reported to Citibank's Customer Service at (800) 890-0669. After contacting Citibank, notify the Program Coordinator and the Department Manager. Prompt, immediate action can reduce the University/Agency's liability of fraudulent activity. It is imperative that you contact the bank immediately for suspension of your card as we are responsible for all charges made on the card until it is cancelled.

Upon termination, the Payment Card should be collected by the departmental card administrator who will then notify the Payment Card office at paymentcard@tamu.edu with the cardholder's name and the last four digits of the card number for immediate cancellation.

When employees transfer to a different department within their System Member, it is no longer necessary to cancel their card. Their card can be transferred to their new department. However, if an employee is transferring to a different System Member, their payment card must be cancelled as we cannot move cards from one System Member to another.