Syracuse University will provide authorized employees with a credit card at the University’s expense to purchase selected goods and materials and/or University business travel expenses.
The credit cards have one of three different strategies: a procurement card, a travel card, or a dual procurement and travel card. The procurement card may be used to purchase supplies, retail items, and small dollar purchases and has a $1,000 per transaction spending limit. The travel card may be used for transportation, hotels, meals, and conference registrations with a $9,999 per transaction spending limit. The dual card may be used for all of the above and has the spending limits as stated above when purchasing the identified commodities allowed within each of the two strategies. The same credit card will be issued for all three strategies and will include the Syracuse University New York State sales tax exemption number. The proper name of the individual will be embossed on the credit card along with “Syracuse University”.
General Policy Guidelines
Before a credit card is issued to an employee, a properly completed and authorized University Credit Card Acceptance Statement must be submitted to the Manager, Credit Card Program (MCCP), Purchasing Office, Skytop Office Building, Suite 210. The issuance of credit cards will require the approval of the Chancellor for direct reports of the Chancellor, and the approval of the Division Heads (Vice Chancellor and Provost, Senior Vice President and Chief Financial Officer, Executive Vice President for Advancement and External Affairs, Senior Vice Presidents, and Director of Athletics) for individuals in their respective division, and the approval of the Director of Purchasing and Real Estate. It is the approver’s responsibility to indicate whether the credit card is for procurement, travel, or both. The cardholder is responsible for the card’s safekeeping. The card may not be transferred to, assigned to, or used by anyone other than the designated cardholder. Chase or the University may, at any time, suspend or cancel the cardholder’s privileges for any reason and the cardholder will surrender the credit card to his/her supervisor upon request. Use of the credit card or account by the cardholder after notice of its cancellation may be considered fraudulent and further action by the University may take place against the cardholder.
Approval of Expenditures
It is the responsibility of the Chancellor and the Division Heads to monitor the use of the credit card and to authorize the credit card limit. The individual responsible for approving the credit cardholder’s expenditures must be an authorized signer on the chartstring charged, must be in a position of authority higher than the cardholder who incurred the expenditures, and must review the business nature and the substantiation of charges incurred by the cardholder before submitting the monthly credit reconciliation to Disbursements Processing. Additionally, this individual is responsible to call upon the Purchasing Office, or Audit and Management Advisory Services, as appropriate, to report or investigate potential improprieties.
The credit card is valuable property which requires proper treatment by the cardholder to protect it from misuse by unauthorized parties. The cardholder is required to activate (as per instructions received with the card) and sign the credit card immediately upon receipt. The credit card may be used upon activation. When the current card has expired or when a new card is issued to the cardholder, it is the cardholder’s responsibility to destroy the card (cut it in pieces) and discard. If the cardholder’s employment is terminated for any reason, the cardholder will give the card to his/her supervisor to destroy. The supervisor must promptly notify the MCCP at 443-1957. It is the cardholder’s responsibility to obtain itemized transaction receipts for charges incurred above $25.00 from the vendor each time the credit card is used. As indicated in the University’ Travel Policy, “Substantiation of the business purpose and reasonableness of all expenses is required. In addition, a detailed hotel folio (itemized receipt) is required for all lodging expenses. All other expenditures incurred as travel require original receipts for substantiation. Individual transaction receipts shall be submitted to the appropriate departmental individual for monthly reconciliation. Each credit card has a pre-set per transaction maximum spending limit (currently $1,000 for procurement and $9,999 for travel). Splitting of transactions is not allowed. The cardholder will be advised of his/her limits. The monthly limit is authorized by the Chancellor, the Division Head, and the Director of Purchasing and Real Estate. Special circumstances that may require a change may be addressed to the MCCP at 443-1957.
Lost or Stolen Credit Cards
Lost or stolen credit cards shall be documented immediately and the following steps are to be followed:
- The cardholder is to report the incident to his/her immediate supervisor, and the supervisor or cardholder is to immediately contact Chase’s 24-hour toll-free answer center at (800) 270-7760.
- The cardholder or supervisor also needs to contact the MCCP at 443-1957 to alert of the lost or stolen credit card and confirm that notification to Chase has been completed.
Card Use Appropriateness
Failure to use the credit card in accordance with the University’s policies including, but not limited to, conflict of interest, may result in revocation of the credit card and may involve appropriate disciplinary action up to and including termination and prosecution.
Policy violations include, but are not limited to:
- Splitting transactions to circumvent the per transaction limits.
- Purchasing items with the credit card for personal use.
- Failure to return the credit card when reassigned, terminated, or upon request.
- Failure to submit properly completed reconciliation statements in a timely manner. All receipts must accompany the monthly reconciliation statement.
- Failure to report a lost or stolen credit card to the appropriate person immediately after discovery.
- Transferring assignment of the credit card to another individual.
- Repeatedly allowing sales tax to be charged when the purchases are tax exempt.
The credit card should not be used for the purchase of radioactive materials and products that contain hazardous materials. In addition, the credit card should not be used for donations, contributions, or fines and penalties.
Syracuse University’s NYS sales tax exemption number is displayed on the credit card. Sales tax exemption certificates for New York State and other states may be obtained by contacting the Purchasing Office at 443-2281. Sales tax is not automatically exempt by using the credit card. Vendors require the certificate to provide sales tax exemption. It is the responsibility of the cardholder to make certain that sales tax is not inappropriately charged to the credit card. Cardholders should bring sales tax issues to the attention of the MCCP at 443-1957.
Information and Assistance
Contact the individuals listed below for information and assistance regarding:
- Credit Card Policies and Procedures – Manager, Credit Card Program, 443-1957
- Credit Card Accounting Issues – Disbursements Processing, 443-2161
To request a credit card, complete the Acceptance Statement which may be found on the Purchasing Office website and forward to: Manager, Credit Card Program, Purchasing Office, Skytop Office Building, Suite 210.
Links to Procedures and Related Information
Amended: May 2011
Amended: May 2007
Amended: June 25, 2014