Credit card purchases are governed by Kalamazoo College purchasing policies and other relevant policies. It is the Cardholder’s responsibility to ensure that the card is used within the stated guidelines of the credit card policy, as well as other Kalamazoo College policies relating to the expenditure of College funds.

Cardholder:

• Understands that the College is liable to PNC for all charges made on the card.
• Agrees to notify PNC immediately if the card is lost or stolen, and notify the Business Office at the first opportunity during normal business hours.
• Agrees to notify PNC immediately if a fraudulent charge is discovered and will fill out and file the appropriate paperwork with the Business Office.
• Understands that the Cardholder is the only person authorized to approve charges made on his/her card.
• Agrees to use the College credit card for approved purchases only.
• Agrees not to charge personal purchases. The use of the card for personal purchases may be subject to disciplinary actions. Any personal purchase must be repaid as soon as it’s identified.
• Agrees to obtain receipts for all card purchases equal to or exceeding $25.00, and maintain proper supporting documentation. Every receipt requires documentation explaining how the expense relates to College business.
• Agrees to return the card immediately upon request of the College, or upon termination of employment (including retirement).
• Agrees to notify the Business Office if the cardholder changes departments.
• Understands the College will audit the use of the card and take appropriate action on any discrepancies found, including reporting of discrepancies to the Supervisor or Vice President.
• Agrees to follow the established procedures for the use of the College credit card, including timely submission of statements and receipts. While the administration of the card reporting may be delegated to a Department Liaison, the responsibility for compliance remains with the Cardholder. This may include planning for absences and making oneself available to sign the statement. Only the Cardholder may sign his/her own statement and may not delegate this responsibility.

Failure to follow these credit card policies may result in suspension or revocation of the use of the card, additional taxable income reported on Form W-2, and/or other disciplinary actions.

Cardholder Supervisor:

• Reviews and signs statements of the Cardholder. The Supervisor signature indicates that he/she has reviewed the statement for compliance with College policy and that it’s correct, complete, and the expenditures are approved for the business purpose indicated. If the Supervisor cannot determine the business purpose from the statement, the Supervisor should not sign the statement, and should instead return the statement to the Cardholder for correction or additional documentation.

Business Office:

• Assists the cardholder with administrative tasks related to the card.
• Reviews and verifies the vendor receipts to ensure that they match the transactions listed on the individual statement.
• Verifies appropriate expense allocations, so that each purchase transaction has the correct accounting information and a specific business purpose for each item.
• Attempts to resolve any disputes with vendor and/or PNC not resolved by Cardholder.
• Assists Cardholders with erroneous declines and emergency transactions after they have contacted PNC directly.
• Downloads monthly credit card charges to Colleague.
• Activate/Deactivates credit card.
• Provides all credit card online program administrative maintenance.
• Provides training to cardholders.
• Audits credit card use and charges with regard to compliance with credit card and College policies. Personal use of P-Cards will also be monitored.