1 117 Policy 8: ONU CREDIT CARD POLICY 8.01: PROGRAM OVERVIEW Title of Policy: Program Overview Ohio Northern University provides qualified employees with a University Credit Card at University expense for University approved travel/entertainment and procurement related expenditures. The intent of the program is to reduce, not eliminate, the amount of petty cash maintained and reduce personal funds reimbursements to the employee. Student employees are not eligible for the University Credit Card. The purpose of this policy is to protect University assets and establish an IRS Accountable Plan. The Policy will ensure that the University is in compliance with: IRS regulations regarding substantiation of employee business expenses paid or reimbursed by an employer. Internal Auditing practices and External Auditing practices performed by a contracted outside auditor and the IRS. The one card program is controlled internally for travel/entertainment and/or procurement capabilities. For the University to maintain an IRS Accountable Plan, employees must follow this Policy. The Acceptance Statement and application indicates the employee agrees to adhere to the requirements established. Funds expended with the credit card are University funds. It is the responsibility of the cardholder to ensure that all purchases meet University policy, sound business practices and compliance to IRS guidelines. This responsibility is not to be taken lightly. Misuse of the Credit Card or noncompliance to this policy or any associated policies, procedures or documentation requirements will result in revocation of the Cardholders Credit Card and may result in personal tax liability.
2 : HOW TO OBTAIN A CREDIT CARD Title of Policy: How to Obtain a Credit Card The credit card application and acceptance statement can be found in this document in Section 8.12 entitled APPLICATION & ACCEPTANCE STATEMENT. These documents should be completed in their entirety and submitted to the appropriate supervisor for approval. The last four digits of social security numbers are required for authentication purposes and will be safe-guarded at all times in a secure location. The One Card program offers three options for the cardholder: Travel & Entertainment Only Procurement Only Travel & Entertainment AND Procurement The approver is to complete the sections for monthly spending and transaction spending limits. Please note that when you are determining the monthly limits, these limits include the total purchases for the cardholder. (I.e. if a cardholder is applying for the combined Travel and Procurement option this limit will need to allow for all potential expenditures): Monthly Credit Limits: Level 1: $5,000 per billing cycle Level 2: $10,000 per billing cycle Level 3: $15,000 per billing cycle Level 4: $20,000 per billing cycle Per Transaction Limits: Level 1: $200 per transaction, up to 2 transactions per day Level 2: $500 per transaction, up to 10 transactions per day Level 3: $1,000 per transaction, up to 10 transactions per day Level 4: $2,000 per transaction, up to 10 transactions per day Level 5: $3,000 per transaction, up to 10 transactions per day Level 6: $4,999 per transaction, up to 10 transactions per day NOTE: Exceptions can be made to spending limits per approval from supervisor and Controller. Request for exceptions must be submitted in writing with explanation to the Controller s Office. The card will be delivered to the Controller s Office and the cardholder will be notified. The cardholder will need to appear personally to accept the card and will sign the back of the card at that time. The cardholder is responsible for the card s safekeeping and must keep it in a secure place.
3 : CARDHOLDER AGREEMENT Title of Policy: Cardholder Agreement This acceptance indicates that the cardholder understands the intent of the program and agrees to adhere to the established guidelines.
4 : ELIGIBILITY AND APPLICATION Title of Policy: Eligibility and Application All university employees are eligible for a credit card with supervisor and Controller approval. Employees are responsible for reading this policy in entirety before completing a request for application to ensure that knowledge of the policies and procedures and record keeping requirements are fully understood. Student employees are not eligible for credit cards. It is the supervisor s responsibility to identify and approve specific cardholders, to monitor the use of the card and to assure that the cardholder complies with the reconciliation process in a timely manner. The supervisor has the obligation and authority to question the business nature of the charges incurred by the cardholder and has the responsibility to call upon the Controller s Office, as appropriate, to investigate potential improprieties.
5 : GENERAL USE Title of Policy: General Use The credit card is the preferred method for travel and entertainment related expenditures and high volume, low dollar purchases. The credit card may be used to purchase any item that falls within the guidelines provided by ONU handbooks, policies, and procedures. The purchase must be within the assigned dollar limit. There are some exceptions and restrictions to credit card use (see section 8.07: Restricted Use).
6 : EXPIRATION AND REISSUE OF CARDS Title of Policy: Expiration and Reissue of Cards Cards expire every two years, on the last day of the month embossed on the front of the card (expiration date). Cards are automatically reissued to cardholders within 2-4 weeks prior to the expiration date. Cardholders will be notified by the Controller s Office when the new cards arrive and the cardholder must personally accept the new card and sign the back of the card at that time. The Controller s Office will conduct a quarterly review of credit card activity and the University reserves the right to terminate cards that show little or no activity. NOTE: If a credit card has not been activated or used within a six (6) month period, it will not be reissued
7 : CHANGING INFORMATION OR CANCELLING A CARD Title of Policy: Changing Information or Cancelling a Card It is the cardholder s responsibility to request any changes or cancellations of the credit card by contacting the Controller s Office. The request for change must adhere to the same approval process as applying for new cards. To cancel a card, bring the card to the Controller s Office.
8 : FORMS AND MANUALS Title of Policy: Forms and Manuals The credit card application and acceptance statement can be found in this document in Section 8.12 entitled APPLICATION AND ACCEPTANCE STATEMENT.
9 : ALLOCATION OF CHARGES Title of Policy: Allocation of Charges Dollar amounts will be allocated to accounts specified by the cardholder on the Cost Allocation Detail Report enclosed in the Credit Card Expense Envelope.
10 : DOCUMENTATION REQUIREMENTS Title of Policy: Documentation Requirements Cardholders will obtain an original itemized receipt for each transaction in adherence to the specified guidelines in this document. Receipts must be included with the monthly cardholder statement and Credit Card Expense Envelope (See section on accounting procedures).
11 : ACCOUNTING PROCEDURES Title of Policy: Accounting Procedures A monthly statement of credit card activity will be mailed by the card issuer to each cardholder. Each cardholder must: Immediately reconcile transactions to cardholder statement. The cardholder must submit the Credit Card Expense Envelope to the Controller s Office within 10 days from the receipt of the monthly statement as per the procedures set forth. Cardholders who have not submitted required documentation within 90 days of the due date will have those charges assessed as personal income and reported to the IRS. As a result, the amount of unsubstantiated expenses will be reported through the payroll systems as additional wages to the employee no later than the first payroll period following the end of the 90-day period. The income and applicable employment taxes on the additional wages are to be withheld from the employee s regular earnings. No refund of such taxes or any adjustment to gross income shall be made with respect to any substantiation or reimbursement received from the employee after the 90 day period. Unsettled expenses for terminating employees may be deducted from the final paycheck. For Travel and Entertainment expenditures: Original itemized receipts are always required for the following: Receipts for all airline expenses. Receipts for all lodging expenses incurred for domestic and international travel. Since hotel receipts may include charges that are not reimbursable only the original itemized receipt will be accepted for reimbursement. Receipts for all rental car expenses. Receipts for meal expenses that are $75.00 or more. Receipts for transportation that is $75.00 or more. Receipts for any extraordinary items. Exception: IRS documentary evidence is not needed if the expense is less than $75.00 and meets the above requirements for original itemized receipts. Receipts must be obtained for all expenditures over $ Each receipt must have the following noted: Name of Company where purchase was made Location of company Date of purchase
12 128 Amount The number of people served in the event of a restaurant receipt In addition to the receipt, the employee must note the business purpose of the meal or expense and, if an entertainment expense, the names and business relationship of the persons entertained, duration of entertainment, and any business discussion that occurred directly before or after the entertainment. Abbreviated forms of restaurant receipts will be accepted if they contain the above five (5) required items. Many credit card receipts only have the first four items but not the fifth (number of people served) If these abbreviated receipts list the number served this will satisfy the receipts. Otherwise, a more detailed receipt must be submitted. The cardholder is responsible for completing the Cost Allocation Detail Reporting on Smart Data Online and following the instructions on the Credit Card Expense Envelope. All transactions require a detailed business purpose as noted above. Appendix A presents a copy of the recordkeeping requirements of the IRS as found in Publication 463. Adherence to this requirement is mandatory in order for the University to have an IRS Accountable Plan. Without such a plan any travel expense is reported as taxable income to the employee. The IRS and University require documentary evidence as described above. University business travel or business entertainment includes, but is not limited to: Hotels/motels Meals Automobile fuel and rentals Air, cab or transportation fare Travel agencies Conference registrations Parking fees For Procurement Expenditures: It is the cardholder s responsibility to obtain transaction receipts or bills noting the items purchased. A receipt is one that provides an explanation of the item being purchased along with the cost per item. An example is attached to this policy. All transactions must have a detailed description of the items being purchased. Electronic Receipts: Electronic receipts are acceptable provided that the detail contained in an electronic receipt is equivalent to detail of an original paper receipt. For example, portable scanning devices
13 129 which capture the original paper detail, yet does not allow the user to edit or change the scanned data is an acceptable electronic receipt. Non-compliance to the submission of receipt requirements can be grounds for revoking the credit card privileges. Enclose receipts and statement in the Credit Card Expense Envelope. (Use the envelopes to ensure there is no lost documentation as the ultimate responsibility for documentation is the individual cardholder s.) Sign and date the envelope and forward to supervisor for approval. The credit card expense envelope must be completed in its entirety following the instruction outline on the face of the envelope. Failure to complete the envelope or include all required documentation will cause the envelope to be returned to the cardholder. All transactions must have a detailed description of the business purpose (for purchases, the item description is sufficient detail). If a receipt is missing, the cardholder must complete the Missing Receipt Form and include it with statement and Credit Card Expense Envelope. (Consistent misuse of this form may result in loss of credit card privileges.)
14 : APPROVALS Title of Policy: Approvals All cardholder transactions must be reviewed and approved by the budget administrator within the cardholder s department and forwarded to the Controller s office for approval.
15 : AUDITS Title of Policy: Audits Monthly activity reports are generated by Chase for each cardholder. Transactions are audited by the Controller s Office to determine that transactions follow and adhere to guidelines, intended use, and all ONU handbooks, policies and procedures. Additional IRS or external audits are possible.
16 : SUPERVISOR RESPONSIBILITIES : APPROVALS Title of Policy: Approvals All purchases using the University credit card should be coordinated with the department chair to remain within the department s budget guidelines. All expenditures are to be charged to the appropriate accounts at the time of statement reconciliation. There will be no default accounts provided. It is the responsibility of the individual and approver to ensure that the funds are available in the accounts being charged BEFORE submission of the Credit Card Expense Envelope.
17 : RESPONSIBILITIES OF THE SUPERVISOR Title of Policy: Responsibilities of the Supervisor Determine who should receive a card Review the Credit Card Policy with the individual Have the individual complete an Application and Acceptance Statement Provide signature of approval Forward the Application and Acceptance Statement to the Controller s Office, Attn: Controller Recommend Limits and Restrictions on application where indicated
18 : OVERSEE APPROPRIATE USE OF THE CARD Title of Policy: Oversee Appropriate Use of the Card Review the transactions and expenses reports to ensure that the card is being used appropriately Ensure that all transactions are assigned to the appropriate expense account Ensure that all receipts and documents are included and reconciled to the statement Ensure that the funds are available in the accounts being charged Ensure that the business purpose or item description is identified, (for travel expenditures, the cardholder must follow the travel policy guidelines) Sign, approve, and forward documentation to the Controller s Office within the time period allocated for the submission of documentation
19 : CARDHOLDER RESPONSIBILITIES : GENERAL USE Title of Policy: General Use Cardholders are responsible for adhering to all University policies and procedures. The card is for business expenses only. No personal charges. All travel and entertainment transactions must have a detailed description of the business purpose and must identify all the individuals involved in the business activity. The cardholder must note the business purpose of the meal or expense and, if an entertainment expense, the names and business relationship of the persons entertained, duration of entertainment, and any business discussion that occurred directly before or after the entertainment. The business purpose should provide precise details regarding the business activity, such as name of event, date of event and purpose of event. This should also outline who is involved in the business activity by listing the names of those involved in the business activity. Procurement transactions must clearly identify the items being purchased. The card is NOT transferable. It is to be used by the cardholder only. Split transactions are NOT allowed. The cardholder cannot divide one purchase into two or more transactions in order to stay within the transaction limits that have been determined by the supervisor. Cardholders may not receive cash back for refunds or exchanges; all amounts are to be credited directly to the credit card account. Cash advances are NOT permitted under any circumstances. Record keeping is required to comply with all University and IRS guidelines for expenditures. See Appendix A. Guidelines include the retention and submission of original detailed receipts (copies or credit card authorization slips (except where noted) and are considered a violation of policy.) In the event of missing receipts, the cardholder is to complete a Missing Receipt Form, have their supervisor sign the form and include it with the statement and Credit Card Voucher. The missing receipt form can be obtained from the link on the Controller s website or from the Controller s Office. Upon receipt of the monthly statement, a University Credit Card Expense Envelope is to be completed and submitted to the Controller s Office within 10 days. Cardholders who have not submitted required documentation within 90 days of the due date will have those charges assessed as personal income and reported to the IRS. As a result, the amount of unsubstantiated expenses will be reported through the payroll systems as additional wages to the employee no later than the first payroll period following the end of the 90-day period. The income and
20 136 applicable employment taxes on the additional wages are to be withheld from the employee s regular earnings. No refund of such taxes or any adjustment to gross income shall be made with respect to any substantiation or reimbursement received from the employee after the 90 day period. Unsettled expenses for terminating employees may be deducted from the final paycheck. The envelope is to be completed in its entirety following the instruction outline on the face of the envelope. Failure to complete the envelope or include all required documentation will cause the envelope to be returned to the cardholder. The Cost Allocation Detail Report will include the statement listing of transactions, the date of the transaction, the amount, the vendor, the account to be charged, a detailed expense description and the business purpose for the charge. Verify that the total agrees with the credit card statement. Sign the envelope; obtain the signature of the proper supervisor for approval who will then submit the completed envelope to the Controller s Office for processing. Original detailed receipts are to be enclosed in the envelope with the monthly statement.
21 : OTHER RESPONSIBILITIES Title of Policy: Other Responsibilities Disputed charges are the cardholder's responsibility. The cardholder may also seek the assistance of the Controller s Office or Chase when dealing with disputed charges. The Cardholder must contact the vendor directly. The disputed charges must be accounted for on the credit card envelope until the monthly statement reflects the credit for that charge. The Cardholder is expected to resolve discrepancies directly within 60 days of the error/transaction occurrence. Failure to do so may prevent the University from reversing the charges on the account. If additional assistance is needed to settle disputed charges, contact the Controller s Office. In the event a cardholder s credit card reconciliation with statements is not submitted with the required documentation within 90 days of the due date, the cardholder will have those charges assessed as personal income and reported to the IRS. As a result, the amount of unsubstantiated expenses will be reported through the payroll systems as additional wages to the employee no later than the first payroll period following the end of the 90-day period. The income and applicable employment taxes on the additional wages are to be withheld from the employee s regular earnings. No refund of such taxes or any adjustment to gross income shall be made with respect to any substantiation or reimbursement received from the employee after the 90 day period. Unsettled expenses for terminating employees may be deducted from the final paycheck. This can also cause suspensions or revocation of credit card privileges. Revoked cards will not be reinstated. All credit card documents are subject to audits by the Controller s Office, external auditors and the IRS to ensure that transactions follow and adhere to federal guidelines, intended use and University policies and procedures. The Credit Card Policy and Procedures will follow the same policy and procedure guidelines set forth in the University s Travel Policy and Procedures and Purchasing Policy and Procedures. These are defined by Internal Revenue Service (IRS) regulations. Employers are required to add unsubstantiated payments or reimbursements to employee s taxable income, resulting in income tax withholding and FICA, Medicare and FUTA taxes on these amounts for the first payroll period following the end of the specified period of time. The University would also have to pay matching FICA taxes.
22 : EMPLOYEE SEPARATION/TERMINATION Title of Policy: Employee Separation/Termination Upon cardholder separation or termination of employment, the cardholder must surrender the card to Office of Human Resources, the Controller s Office or the department supervisor immediately.
23 : CHANGING INFORMATION OR CANCELLING A CARD Title of Policy: Changing Information or Cancelling a Card All changes and cancellations will be handled through the Controller s Office. All change requests should be in writing and adhere to the University guidelines. Normal accepted changes are name changes and changes to approved limits/restrictions. NOTE: Cardholders that remain employees of the University, but transfer to another department are not required to be issued a new card. However, written approval from the new department is required to be submitted to the Controller s Office. It is the responsibility of the cardholder to ensure that proper approval is requested and approved.
24 : PREVENTING FRAUD Title of Policy: Preventing Fraud The cardholder should use basic security measures to guard against fraud. The following are some steps each cardholder should follow to ensure the safety and security of the University Corporate Credit card. Sign the card in the presence of the Credit Card Administrator. Keep an eye on the card during the transaction; retrieve it as soon as possible. Always know where your card is. If you cannot find your card then assume the worst, have your card canceled and request a new card. Be aware of what you are signing. Disreputable merchants can make multiple imprints of a card by placing an extra slip beneath the top legitimate slip allowing your signature to copy through to the other slips. The cardholder unwittingly signs the extra slip. Audit your monthly statement closely. Make sure all transactions are legitimate. Visit reputable, familiar merchants whenever possible. Report fraud immediately to the Controller s Office. Time is of the essence when fraud is involved. Do not discard credit card slips in public areas. Do not discard credit card slips whole. Do not lend your card to anyone. Do not give your credit card number to anyone over the telephone unless you know it is a reputable vendor. Do not use your credit card on unsecured websites. Do not your credit card numbers or other personal information.
25 : RESTRICTED USE Title of Policy: Restricted Use Policy and Procedure restrictions and violations provide that the University Credit Card is not to be used to purchase the following items which include, but are not limited to: Capital equipment Personal Items: purchases must be for the use and benefit of Ohio Northern University. Cash Advances When making a credit card purchase, it is often wise to seek input from the ONU Purchasing Office. Purchasing has arranged discounts with a large number of vendors which the credit card holder may be unaware of. Credit cards may not pay for physical changes to facilities (carpet, paint, remodeling) without the approval of the Director of Facilities. Other violations may include, but are not limited to: Failure to submit the proper transaction documentation in the specified time limitations. Failure to report a lost or stolen card to the proper authority immediately after discovered. Transferring assignment of the card to another individual. ** Due to the internal limits and restrictions, certain categories may be electronically blocked from your card. Should your card be declined at the point of sale often it is due to the restrictions placed on your card. Please contact the Controller s Office if this is a legitimate purchase and it is being declined.
26 : MISUSE OR ABUSE OF THE CREDIT CARD Title of Policy: Misuse or Abuse of the Credit Card The term misuse or abuse means the use of the credit card outside the employee s authorized parameters (e.g., charges in excess of the permitted limit; purchases of items of a type other than those allowed). If misuse of the card is determined at any time, the budget administrator of the cardholder will be contacted, and in conjunction with the Controller will determine if the card privileges will be discontinued. The Vice President of Financial Affairs will also be notified, who may also recommend the card privileges be discontinued. The cardholder may be personally responsible for reimbursing the University for all unauthorized purchases.
27 : LOST/STOLEN/FRAUDULENT USE OF CARDS Title of Policy: Lost/Stolen/Fraudulent Use of Cards If the card is lost or stolen, or if you detect a fraudulent transaction, report it immediately. Contact the Controller s Office at (419) , , Contact Chase at Have your card number and mother s maiden name ready when making the call to the financial institution. Report the transaction in question. Have the transaction number and basic information ready. Inform your supervisor. Employees are responsible for the safety and security of the University Credit Cards issued to them.
28 : SALES TAX Title of Policy: Sales Tax Cardholders should not pay Ohio sales tax. The cardholder must tell suppliers the University is exempt from Ohio sales tax. Each card will be embossed with the University s tax exempt number below the cardholder s name. If required or requested a copy of the University s tax exempt form can be obtained from the Controller s office.
29 : CREDIT CARD TIPS Title of Policy: Credit Card Tips Personal Charges Personal charges cannot be placed on the University Credit Card. Should any personal charges be unintentionally charged, the cardholder must include a reimbursement for those charges with the monthly reconciliation in the Credit Card Voucher. Any Sales Tax must be paid also per the policy guidelines. This may also be considered as a first violation of the Policy and will be reviewed by the Controller s Office. Sales Tax The cardholder is responsible for informing vendors of Ohio Northern University s tax exempt status. Card Declined Track your expenses for the month. You may have exceeded your transaction limit. Be mindful of those transactions that have been designated as restricted. If there are questions as to why your card has been declined, call the Controller s Office at or Chase 24 hour Customer Service
30 : FREQUENTLY ASKED QUESTIONS Title of Policy: Frequently Asked Questions How do I cancel my card? Employees who leave the University will return their card to the Office of Human Resources during their exit interview. The card will be canceled and destroyed by the Controller s Office. In the event that an individual no longer wants to be active in the Credit Card Program, or a supervisor wants to remove a cardholder, a written request and returned card are to be submitted to the Controller s Office. Is there a maximum amount I may spend? Yes, your card has a monthly transaction limit, which has been determined by your supervisor. You may not exceed those limits or your card privileges may be canceled. Please see limits and restrictions included within the policy. How do I determine if I have sufficient funds available on my card? You may call This is the Chase 24 hour Customer Service number. NOTE: this may spare you some embarrassment if your card is declined due to insufficient funds or any restricted use codes. What if my card is declined? Have the merchant contact the toll free number on the back of the card ( ) to determine if the card was truly declined and not a machine malfunction. If the machine malfunctions, Chase can walk the merchant through the proper steps to obtain authorization of the card. If the card was declined the merchant can hand the telephone to you and Chase will supply the reason to the cardholder. What if I need my limits raised? All changes will be handled through the Controller s Office. Written requests are required for all changes. Authorization for raising limits must come from the supervisor. The Controller s Office reserves the right to determine if the limits are appropriate. I would like to purchase an item that costs more than my single transaction limit. Is it acceptable to have the vendor split the charge to stay within my limit? NO! A cardholder should never split charges to avoid exceeding transaction limits. It is a violation of rules and procedures and may result in credit card privileges being suspended or revoked.
31 147 My card is expiring next month. How do I get a replacement card? The expiration date is determined by the date your card was initially issued. Chase automatically sends replacement cards. Your new card should arrive 2 4 weeks prior to your expiration date. You will be notified by the Controller s Office when it arrives and will need to personally accept the new card. You will need to activate the new card. My card was declined while I was shopping at an office supplies vendor. Why? The University Credit Card is controlled internally (as determined at the point of application) as to what categories of vendors are allowed for the cardholder. If the cardholder applied for one of the single options the categories restrict the use of that card. You will need to obtain approval for changes to the card to purchase items in that category.
32 : APPLICATION & ACCEPTANCE STATEMENT Title of Policy: Application & Acceptance Statement ACCEPTANCE STATEMENT I certify that I have read the Ohio Northern University Credit Card Policy and Procedures. I understand that the University Credit Card program is designed to comply with IRS requirements and promote the efficiency of the University s processing. I also understand that I am authorized to use the card only for those necessary and reasonable expenses incurred by me on the University s behalf. I agree to: Abide by all the policies and procedures of the University with respect to the Credit Card. Use the Credit Card only for reasonable and necessary University related expenses. Submit proper substantiation within 10 days of receipt of monthly statement to the Controller s Office. Notify Controller s Office of any problems with respect to usage of the Credit Card. Notify Controller s Office if the Credit Card is lost or stolen. I also understand that failure on my part to abide by these policies and procedures or otherwise misuse the card may result in disciplinary action being taken against me and/or suspension of my Credit Card privileges. Applicant s Signature Printed Name Date Supervisor s Approval Printed Name Date
33 149 EMPLOYEE INFORMATION CREDIT CARD APPLICATION OHIO NORTHERN UNIVERSITY First Name Middle Initial Last Name 525 South Main Street Business Address Ada OH City State Zip 4611 State Route 235 Correspondence/Shipping Address City State Zip (419) 772- Business Phone Department Address Mother s Maiden Name Date of Birth (MM/DD/YYYY) Last Four Digits of SS# SPECIFIC PROGRAM INFORMATION Card Type: (check one) Travel & Entertainment Procurement Travel & Entertainment AND Procurement Monthly Credit Limit (See Levels below) Per Transaction Limits (See Levels below) EMPLOYEE APPROVAL SIGNATURE Signature of Applicant / Date Signature of Approver / Date Monthly Credit Levels Level 1: $5,000 Level 2: $10,000 Level 3: $15,000 Level 4: $20,000 Per Transaction Levels: Level 1: $200 per transaction, up to 2 transactions per day Level 2: $500 per transaction, up to 10 transactions per day Level 3: $1000 per transaction, up to 10 transactions per day Level 4: $2000 per transaction, up to 10 transactions per day Level 5: $3000 per transaction, up to 10 transactions per day Level 6: $4999 per transaction, up to 10 transactions per day Controller s Office Use: Purchasing Manager Approval (to be used for all procurement requests): Received by: Card Number: Date: Approved Limit:
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TEXAS CHRISTIAN UNIVERSITY Purchasing Card Program Policies and Procedures This Policies and Procedures Guide provides the general guidelines for using your Purchasing Card. Please read it carefully. Your
University Policy: Corporate Credit Card Policy and Procedures Policy Category: Operational Policies Subject: Use of Corporate Credit Card Office Responsible for Review of this Policy: Office of Finance
Credit/Debit Card Training Training Program Updated December 2014 1 Agenda Areas of Review 1. Training Requirements 2. Card Program Overview 3. Cardholder s Responsibility 4. Spending Limitations and Restrictions
P a g e 1 Anthony ISD Bank of America and American Express Card Program Policy and Procedures Manual Table of Contents: PURPOSE. 1.1 CARD DESCRIPTION 1.2 BILLING CYCLE 1.3 POLICY 2.1 PROCEDURES 3.1 P a
WellsOne Commercial Card Summary-Commercial Card Expense Reporting (CCER) Quick Reference of Resources for Your Purchasing Card: Business Purchasing Service Center 24-hour Customer Service Number 1 (800)
Madison College Purchasing Card (P-Card) Manual OVERVIEW The Madison College Credit Card (P-Card) Program delegates the authority to purchase approved goods, services and business travel expenses directly
Travel and Purchasing Card (TAP Card) Program Guidelines The University Travel and Purchasing Card (TAP Card) offers an efficient and cost effective method to pay for goods and services required for University
ROLLINS COLLEGE PROCUREMENT CARD PROGRAM Issued February 28, 2002 Revised February, 2015 P-CARD PROGRAM OVERVIEW This manual provides the guidelines under which a P-Card is issued and used. Please read
REPORT TO THE UTAH LEGISLATURE Number 2006-09 A Performance Audit of the State s Purchasing Card Program September 2006 Audit Performed By: Audit Manager Audit Supervisor Audit Staff Rick Coleman Susan
MONMOUTH UNIVERSITY PURCHASING CARD POLICY AND PROCEDURES Loretta Dickerson Program Coordinator Controller's Office Ext: 5391 Purchasing Card Policy and Procedures - March 24, 2016 Page 1 MONMOUTH UNIVERSITY
Agency Fund Charge Card Policies and Procedures Table of Contents Introduction.Page 1 General Guidelines..Pages 2-3 - Card Issuance - Account Maintenance - Card Usage - Limitations and Restrictions - Lost
Ithaca College Purchasing Card Policy I. Policy Statement Ithaca College maintains a purchasing card program that allows authorized individuals to make specific, business-related purchases of non-travel
Policy and Procedure Manual Table of contents 1. Introduction 3 2. Reason for Policies and Procedures...3 3. Who Needs to Know the Policies and procedures.3 4. Definitions..3 5. Contact Information...4
CAL-Card Procedures Business & Contract Services A. General Information The CAL-Card program is designed to allow District employees to purchase supplies/materials and equipment, valued under one thousand
Page 1 of 14 Interim Date: July 31, 2015 Revised: July 1, 2015 Approved by: James E. K. Hildreth, Ph.D., M.D. President and Chief Executive Officer PURPOSE: The purpose of this policy is to provide guidelines
Case Western Reserve University Procurement Card Full Revision TABLE OF CONTENTS 1. General Principles 2. Policy 3. Documentation 4. Reconciliation and Approval 5. Security 6. Dollar Limits 7. Cardholder
721 CREDIT CARD POLICY INDEPENDENT SCHOOL DISTRICT 518 CORPORATE CREDIT CARD POLICY Procedures Manual Independent School District 518 Credit Cards were issued to the following Administrators Title - Superintendent
CORPORATE CREDIT CARD CEO Directions CEO Directions define specific responsibilities of Comcare staff and others engaged to assist the organisation meet its objectives. They may also establish a set of
PURCHASING CARD PROGRAM CARDHOLDER POLICIES & PROCEDURES MANUAL 1 Overview and Introduction SECTION 1.0 Card Management TABLE OF CONTENTS 1.01 Card Use 1.02 Restrictions and Control 1.03 Application Process
MANUAL OF PROCEDURE PROCEDURE NUMBER: 6520 PAGE 1 of 12 PROCEDURE TITLE: Miami Dade College Purchasing Card Program STATUTORY REFERENCE: FLORIDA STATUTES 1001.65(1) AND 1010.04(2) BASED ON POLICY: VI-2
PURCHASING CARD POLICIES AND PROCEDURES PURCHASING CARD POLICIES AND PROCEDURES TABLE OF CONTENTS PAGE NO. INTRODUCTION 3 PROGRAM OVERVIEW 3 CONTACT INFORMATION 4 DEFINITIONS 4 ROLES AND RESPONSIBILITIES
Berea College Purchasing Card Policy Adopted November 1, 2003 Revised March 1, 2016 Introduction This program has been established to provide a more efficient method for purchasing small dollar items (under
Purchasing Card Procedure I. Overview Alpine School District has implemented the US Bank Visa Purchasing Card Program to facilitate the purchase and payment of low cost goods and services. The main purpose
WHITMAN COLLEGE PURCHASING and TRAVEL CARD PROGRAM POLICIES and PROCEDURES INTRODUCTION Welcome to Whitman College s implementation of the Purchasing and Travel Card Program. The program is designed generally
412.3 SUBJECT: PROCUREMENT CARD :1 OBJECTIVE: To ensure that the purchasing of goods and services with a procurement card is accomplished in accordance with the City's ordinances and policies, establishing
TITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT Corporate Services POLICY DIRECTIVE To provide internal control procedures to ensure proper use and authorisation of Credit Card transactions.
SOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE The Southeastern Oklahoma State University Purchasing Card Program has been implemented in an effort to improve service to the
TRAVEL CREDIT CARD PROGRAM SCOTIABANK VISA CARDHOLDER INFORMATION PACKAGE ***** Please read the entire information package to understand all obligations as a Credit Card holder under this University Program
Court Services and Offender Supervision Agency for the District of Columbia POLICY STATEMENT OFFICIAL GOVERNMENT TRAVEL CREDIT CARD I. COVERAGE This Policy Statement applies to all Court Services and Offender
WPI Procurement Card Guide Introduction The Procurement Card Guide provides cardholders information about the WPI Procurement Card ( P-Card ) program and is intended to familiarize them with their responsibilities
Saint Francis University PNC BANK PNC PURCHASING CARD Policy and Procedures October 2014 Table of Contents Introduction General Guidelines..Page 4-6 - Card Issuance - Purchase, Allocation and Statement
PURCHASING CARD - POLICY AND PROCEDURES SLIPPERY ROCK UNIVERSITY OF PENNSYLVANIA PA STATE SYSTEM OF HIGHER EDUCATION 1.0 PURPOSE To establish a methodology for use and to define the limits of use of University