ADMINISTRATIVE RULE NO: D016
RELATED TO POLICY NO: 5050
TITLE: CREDIT CARD PROCEDURE
A Procurement/Travel Card is a convenient method of payment for purchases below the Purchase Order threshold. It is designed to expedite supplier payment. Cards are for official college business, and may NOT be used for personal purchases. Cards are issued only to the individual named on the card, and shall NOT be used by a third party. Cards may not be used for cash advances or ATM use. The credit card procurement process is not a replacement for price quotes or the bidding processes.
It shall be incumbent upon the credit cardholder to recognize and agree to abide by all the terms and conditions as set forth herein and to help minimize risk inherent in the use of credit cards.
By signing the agreement & credit card, you agree to accept and adhere to these terms and conditions. Please read them carefully.
Purchasing Cardholder Guidelines and Responsibilities:
Improper use or misuse of a college Card will result in suspension or revocation of the card, and may result in restitution to the college, disciplinary action against the cardholder, up to and including termination of employment and criminal action.
Authorized Users: Only college employees may be designated as authorized credit card signers.
Authorized Usage/Restricted Commodities:
Certain categories of products and services are NOT allowed and cannot be purchased with a credit card without prior approval of the Director of Fiscal and Auxiliary Services. Commonplace examples of restrictions include:
Biological compounds, injections, bacteria, cultures, or chemicals
Capitalized equipment (greater than $1500)
Cash advances
Controlled substances, including alcohol, narcotics, drugs, and ethyl alcohol.
Construction activities, other than minor repairs
Favors (including but not limited to flowers, fruit, cards) for personal presentation.
Guns, weapons, or explosives
Hazardous materials
Insurance of any kind
Leases of equipment or floor space
Personal charges
Radioactive materials
Telephone & telephone services
Temporary services and/or temporary employees
Vehicles
Vending equipment and supplies
Personal travel related expense
TITLE: CREDIT CARD PROCEDURE (cont.)
Designated Credit Card:
A. M&S Expense--Designated M&S credit cards may be used only for materials & supplies below the threshold which requires a regular purchase order. Each cardholder shall follow all administrative rules regarding purchases and purchasing practices. NOTE: No single charge may exceed $999.99 and a monthly spending limit of $3,000 will be imposed. Purchases may not be split to bypass these restrictions. All purchases are to follow Linn-Benton’s purchasing guidelines and cards are not to be used to modify or pay any regular purchase order or blanket purchase order.
B. Travel Expense--Designated travel credit cards may be used for travel-related costs. If the Designated Credit Card bears an individual's name, it may not be loaned for use by someone other than the bearer.
Credit Card Limit: There may be a credit card limit designated by card providers that is lower than the Linn-Benton limit, depending on the type of card. The Director of Fiscal and Auxiliary Services may assign and/or modify card limits.
Payment Process: The Accounts Payable Office will process and pay the total shown on the credit card billing statement. A copy of the statement will be sent to the cardholder who will be responsible for the following:
Credit Card Designated for M&S Expense:
a. Review the memo statement and corresponding copies of the original charge slip(s);
b. attach the original charge slips to the credit card statement;
c. tape all small receipts to a larger piece of paper;
d. obtain cardholder’s signature, date of signature, and assign budget account numbers; (A US Bank - VISA Cardholders payment form is available in the paperless office)
e. obtain supervisor of record or designee approval signature;
TITLE: CREDIT CARD PROCEDURE (cont.)
f. return the statement and form with charge slips to the Accounts Payable Office as soon as possible but no later than by the 2015th of each month. Failure to provide detailed reconciliation and documentation by the specified due date may result in suspension or cancellation of your card.
g. If the copy of the original slip is lost:
1. circle the charge on the statement;
2. attach a statement identifying the charge, who purchased, and what was purchased.
Credit Card Designated for Travel Expense:
a. Review the statement and corresponding charge slip(s).
b. Complete a credit card travel voucher that reconciles to the accompanying billing statement. Include budget account numbers, cardholder’s signature and signature of supervisor of record or designee. Return the statement with charge slips to the Accounts Payable Office by the 25th of the month. Failure to provide detailed documentation by the specified due date may result in suspension or cancellation of your card.
cd. Complete a regular travel voucher, if necessary, to capture non-credit card travel expenses for the same trip(s) identified on the billing statement.
It will be the responsibility of the cardholder to pursue and correct any discrepancies between the monthly billing total and the receipts total. Contact the supplier(s). If the dispute is not resolved, contact the card coordinator to obtain the necessary dispute form. Disputes must be filed in writing within 60 days of the original transaction. Cardholder must reimburse any difference between allowable costs and charges; e.g., excessive meal costs. Charges with unidentified budget account numbers will be applied to the accounting designated on the signature page. All returns processed on a credit card sale must be processed as credits against the same account.
Fiscal Year: All credit card expenditures incurred within a fiscal year will be paid from said fiscal year budget.
TITLE: CREDIT CARD PROCEDURE (cont.)
Additional Fees: Cardholders will be solely responsible for immediately reporting any lost or stolen credit cards. All expenses or charges incurred because of lost or stolen cards will be charged to the responsible unit.
If a card is lost or stolen, immediately call and report to:
U.S. Bank at 1-800-344-5696 (24 hours a day), then confirm the call by mail or fax with a copy of notification to Linn-Benton’s Card program coordinator.
American Express at 1-800-528-2122 (24 hours a day), then confirm the call by mail or fax with a copy of notification to Linn-Benton’s Card program coordinator.
Linn-Benton Community College’s Card coordinator at (541) 917-4307 and fax at (541) 917-4327.
If stolen from a Linn-Benton facility, also call Security at (541) 917-4440.
Charges associated with obtaining the credit card(s) and service fees, if any, shall be charged to the responsible unit making application for said card.
TITLE: CREDIT CARD PROCEDURE (cont.)
CREDIT CARD APPLICATION
I understand that the U.S. Bank Purchasing Card is not necessarily provided to all employees. Assignment is based on my need to purchase materials for the college.
I understand that the American Express Card is not necessarily provided to all employees. Assignment is based on my need to make travel related purchases while on college business.
My card(s) may be revoked based on change of assignment or location. I understand that the card is not an entitlement nor reflective of title or position.
I agree to abide by the above-stated Terms and Conditions and any subsequent amendments or addendums. I hereby accept full responsibility for any use of the credit card(s) which are issued to the college in my name. I understand that failure to abide by these Terms and Conditions may result in the suspension of credit card privileges.
CHECK TYPE OF CARD: M&S TRAVEL
CARDHOLDER:
Print Name
Signature
APPROVED:
Dean
DATE:
PRIMARY BUDGET ACCOUNT NUMBER:
Fund Org Account Program
DATE OF APPROVAL: 8/10/93
DATE OF REVISION: 8/23/94
DATE OF REVISION: 8/8/95
DATE OF REVISION: 7/1/97
DATE OF REVISION: 6/14/05