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Credit Card Policies

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 on-line, 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 and 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.

Credit Card: Restrictions on Use

The College credit card is not a personal credit card and remains the property of Kalamazoo College.  The liability for all outstanding charges on the card is with the College.  Therefore, the credit card must only be used for purchases required in the normal course of business and comply with all College purchasing policies.

Cardholders may not use the credit card for personal purchases with the intent of reimbursing the College at a later date. Personal use of College credit cards may result in disciplinary action, including possible termination of employment.

The College credit card may not be used in the College Bookstore, Mail & Copy Center, or any of the College's Food Service Dining outlets.

The College credit card will have the cardholder’s name embossed on it.  It may not be transferred to, assigned to, or used by anyone other than the designated cardholder.

Not Reviewed