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Credit Card Use

305.02

Credit Card Use

This policy authorizes the issuance and use of college credit cards to designated employees and Board of Trustee members for the purpose of supporting official college business, facilitating purchases with non-charge account vendors, expediting delivery of goods or services, and providing necessary accommodations. The College is committed to maintaining strong internal controls to prevent misuse or unauthorized purchase.

  1. Issuance and Oversight: College credit cards may be issued at the discretion of the Board Treasurer. The Board Treasurer will determine credit limits and designate authorized cardholders. The Board Treasurer is responsible for overseeing card issuance, ensuring compliance with this policy, and approving reconciled statements for payment. The Board Treasurer may delegate certain responsibilities..
  2. Cardholder Responsibilities: Cardholders are responsible for ensuring proper use and safeguarding of College credit cards. Specifically, Cardholders must:
    1. Use the card only for official College business in accordance with all applicable procurement policies and procedures.
    2. Not use the card for cash advances, personal purchases, or any prohibited transactions.
    3. Safeguard the card and immediately report lost, stolen, or compromised cards to the Business Office.
    4. Surrender the card upon termination of employment or Board membership.
    5. Not alter card limits without written approval from the Board Treasurer, or designee.
    6. Submit all required supporting documents (e.g. itemized receipts, confirmations) and complete reconciliation and approval of credit card expenses within the timeframe established by the Business Office.
    7. The Cardholder or designated custodian is responsible for timely and accurate submission of all credit card transactions through Emburse Enterprise as detailed in the internal control section of this policy.
    8. Sign a credit cardholder agreement when issued a card.
  3. Card User Responsibilities: Individuals using a College credit card under the supervision of a Cardholder (Card Users) are responsible for: 
    1. Using the card only for official College business in compliance with procurement policies.
    2. Protecting the card while in their possession and reporting any loss or compromise immediately.
    3. Submitting all required supporting documentation (e.g. itemized receipts, packing slips, confirmations) to the designated Cardholder promptly after use.
  4. Expense Reconciliation and Documentation:
    1. All credit card transactions must be reviewed regularly by Cardholders to ensure accuracy and legitimacy.
    2. Cardholders must reconcile expenses and submit documentation within the timeframe established by the Business Office.
    3. Required supporting documentation includes itemized receipts, order confirmations, and packing slips. Originals should be provided when available.
    4. Cardholders are responsible for resolving discrepancies or missing documentation prior to submission.
  5. Payment and Administration:
    1. The Business Office will process credit card payments upon receipts of properly reconciled and approved expense reports.
    2. The Board Treasurer or designee will ensure that payments are made by the statement due date to avoid finance charges or late fees.
    3. A complete record of cardholder issuance limits, and usage will be maintained by the Business Office.

  6. Misuse and Penalties: Any individual found to have used a college credit card in an unauthorized or illegal manner may be subject to disciplinary action, up to and including termination of employment or removal from the Board, as well as legal action and referral for criminal prosecution where applicable

Revised: 11-23-2015; 07-28-2025
Cabinet Reviewed: 05-13-2025