Policy Statement

The College credit card program is intended to streamline, and simplify, purchasing and accounts payable functions. The College credit card is a tool that reduces transaction costs, facilitates timely acquisition of materials and supplies, automates data flow for accounting purposes, and offers flexible controls to help ensure proper usage. The card may be used with any merchant who accepts Visa, either in-store, by phone, mail, fax, or online, subject to the College’s purchasing and travel policies.

Program Overview

The College credit card program is designed to complement existing purchasing processes including petty cash, check requests, and low dollar purchase orders. The College credit card program is not intended to avoid, or bypass, current payment procedures and purchasing policies. Proper documentation and record keeping is essential.

Definitions:

• Cardholder – College employee whose name appears on the credit card and is accountable for all charges made and reporting any documentation associated with that card.
• Department Liaison – Support staff that assists the Cardholder with the compilation and submission of credit card statements/expense reports.
• Cardholder Supervisor – The employee within each department who is responsible for reviewing the Cardholder’s transactions and verifying that all charges associated with the credit card are supported by the appropriate documentation.