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Purchasing
Corporate Card Procedures

Cardholder Responsibilities

Corporate cardholder. A university employee who:

  • Is issued a corporate card in his/her name and is authorized to make purchases of goods and services for his/her assigned area of responsibility in accordance with the policies and procedures defined in the program.
  • Adheres to single transaction and monthly dollar limits
  • Retains proper documentation for purchases made which specifically identifies the goods purchased. - Typically, a store receipt or corporate card charge receipt is provided to the cardholder at the point of sale. If this documentation is not provided, the cardholder should prepare and sign a missing receipt affidavit form describing the purchase including the merchant name, items or services purchased and their purpose, date, and amount (including sales tax).
  • Reviews, verifies, and reconciles posted transaction/s in Workday (more frequently as high volumes requires) by creating and submitting an expense report. He/she also attaches an itemized receipt and provide explanation for each transaction when reconciling for review and approval process. The cardholder should resolve any incorrect charges with the vendor, and report any fraudulent charge by calling Bank of America Fraud Department.
  • Maintain the security of the corporate card by being vigilant to ensure that corporate cards and corporate card account numbers are protected and cared for properly. Corporate cards should be kept in a secure location. Account numbers should never be posted or written down. Employees must do all that they can to prevent the cards from being misused, lost, or stolen. Misuse of the card may result in disciplinary action which may include termination of employment