Cardholder Guide. Applying for a Card

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1 Cardholder Guide Applying for a Card Corporate Purchasing Card Cardholder New Account Form needs to be filled out for every candidate with the appropriate department manager as well as the Comptroller's Office approval. Cardholder Agreement Purchasing cards are requested from the bank by the Program Administrator after the Cardholder and the supervisor have completed the Cardholder Agreement. Cards will be revoked for misuse or non-compliance with procedures. Program Administrator The Program Administrator for the College is Laurie Bouchard in the Comptroller s Office. She can be reached at (413) or through at You may also contact Joanne Thornton at (413) or if Laurie is unavailable. Canceling Cards To cancel the card, the card should be cut in half and forwarded to the Program Administrator. Card Renewal A renewal card will be automatically mailed to the Program Administrator and distributed to the Cardholder every three years from the issue date. Lost or Stolen Card The Cardholder should first try to contact the Program Administrator. If unable to contact the Program Administrator, use Bank of America s toll free number, If it is necessary to contact Bank of America directly, the Cardholder is still responsible for advising the Program Administrator at the earliest opportunity. Purchasing Card Security Only the authorized Cardholder may use the card. Delegation of authority is not permitted. Cards and card numbers must be safeguarded against use by unauthorized individuals either within or outside the College. General 1

2 This card is not to be used for any personal expense items. This card may be used strictly for purchases of supplies and materials. It may not be used for expenses incurred for travel, meals, entertainment and/or services. Pre-set spending limits have been established for each individual purchasing card. Sales Tax Amherst College is exempt from Massachusetts Sales tax and may be exempt from sales tax for purchases made outside of Massachusetts. The purchasing card will be labeled with a sticker to alert merchants of the College s tax exempt status. It is the purchaser s responsibility to ensure that sales tax is not charged at the point of sale. Receipt of Materials The Cardholder is responsible for ensuring receipt of materials and will follow-up with the supplier to resolve any delivery problems, discrepancies and damaged goods. For telephone or catalogue orders, make sure the complete shipping instructions are given along with your name and mail stop. If materials are ordered by phone, ask the supplier to include a sales receipt with the goods shipped. Confirm that sales tax is not charged. Save the credit card receipt and shipping documentation. Record Keeping & Reconciliation To facilitate the reconciliation process, the Cardholder is expected to retain all credit card sales slips, cash register receipts, packing slips, etc. Receipts must be reconciled and attached to bi-monthly transaction reports generated by the online system, approved by the online approver and forwarded to Deborah Tymkowiche in the Comptroller s Office for review and archival storage. Resolving Errors, Disputes, Returns and Credits The Cardholder is responsible to follow-up with the supplier or the Program Administrator on any erroneous charges, disputed items or returns. The Cardholder will contact the supplier first to resolve any outstanding issues (most exceptions can be resolved this way). If the Cardholder is unable to reach agreement with the supplier, the next step is to contact the Program Administrator. The Program Administrator may ask the Cardholder to complete a dispute form. The completed form will be sent via fax or mail to Bank of America Card Service Center. Bank of America must be notified of any disputed item within 60 days after the first electronic report or paper statement is received. 2

3 Disputed billing can result from a failure to receive goods or services charged, fraud or misuse, altered charges, defective merchandise, incorrect amounts shipped, duplicate charges, credits not processed, etc. 3

4 Cardholder Agreement Introduction Amherst College has entered into an agreement with Bank of America that provides qualified employees with a Purchasing Card to make small dollar purchases of selected materials & supplies (including shipping, handling, and tax). Using the Purchasing Card benefits the College and Cardholder through: Promptly paying our suppliers Reducing overall processing costs The policies contained in this agreement and in the supplemental Cardholder Guide must be followed by Cardholders as guidelines for conducting the College s business. Policy violations will result in revocation of Cardholder privileges and possible disciplinary action. General Policy Guidelines Cardmember Definitions: Purchasing cards are issued at the discretion of the Program Administrator to qualified employees. Ownership and Cancellation of the Purchasing Card: The Purchasing Card remains the property of Bank of America. It may not be transferred to, assigned to, or used by anyone other than the assigned Cardholder. Bank of America or the College may suspend or cancel Cardholder privileges at any time for any reason. The Cardholder will surrender the Purchasing Card upon request, to the College or any authorized agent of Bank of America. Use of the Purchasing Card or account after notice of its cancellation may be fraudulent and may cause Amherst College to take legal action against you. Spending Limits: Each Purchasing Card has pre-set spending limits which may not be exceeded under any circumstances. Please refer to your New Cardholder Account Form for your pre-established limit. The Purchasing Card should be used whenever possible for charging materials and services costing less than your established limit, (including shipping, handling and tax). NO PERSONAL EXPENSES ARE TO BE CHARGED TO THE PURCHASING CARD. Approved Purchases: Only authorized purchases of supplies and equipment with a total cost not to exceed your pre-set limit are allowed. The Purchasing Card may not be used for meals, travel, entertainment or payment of services. Purchasing Card Abuse: Abuse of the Purchasing Card will result in revocation of the Card and appropriate disciplinary action which may include termination. Policy violations include, but are not limited to: Purchasing items for personal use Failure to return the Purchasing Card when terminated, or upon request Failure to maintain proper records in accordance with the guidelines 4

5 Usage For additional specific guidelines, the Purchasing Card Cardholder must refer to the Cardholder Guide which is distributed with the Purchasing Card and by this reference is made part of this agreement. Receipts & Recordkeeping It is the Purchasing Cardholder s responsibility to obtain transaction receipts from the supplier each time the Purchasing Card is used. The Cardholder must confirm that no sales tax has been charged since Amherst College is exempt from paying sales tax in Massachusetts. Individual receipts are to be submitted on a weekly basis to the department s designated on-line approver. Once the charges have been approved and reconciled, receipts must be attached to a bi-monthly Cost Allocation Detail Report. These reports must be run by posting date. Bi-monthly reporting periods include transactions posted from the 1 st of the month through the 15 th, and from the 16 th through the end of the month. Each report with attached receipts must be forwarded to Deborah Tymkowiche in the Comptroller s Office by the 3 rd business day following the end of the respective reporting period. Disputed Items It is the Purchasing Card Cardholder s responsibility to follow-up on any erroneous charges, returns or adjustments and to ensure proper credit be applied on subsequent statements. The Cardholder Guide contains specific guidelines for handling dispute resolutions. Protecting the Purchasing Card The Purchasing Card is valuable property which requires proper treatment by the Cardholder to protect it from misuse by unauthorized parties. Validation/Safekeeping: Sign the card immediately upon receipt. When the expiration date has passed and/or after you have received a new Purchasing Card, cut the old Purchasing Card in half and dispose of it. Make sure the Purchasing Card is returned to you after each charge and verify that the returned card has your name on it. Carbon sheets should be retained or destroyed. Lost/Stolen Purchasing Cards: If the Purchasing Card is lost or stolen, contact the Program Administrator. If the Program Administrator is not available, call Bank of America s toll free number

6 The undersigned Purchasing Card Cardholder applicant and Manager request that a Purchasing Card be issued to the applicant. This applicant has read the above agreement and guidelines and agrees to be bound by the terms and conditions. Purchasing Card Cardholder Applicant: Manager: Date: Date: 6

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