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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.


  • 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: Due Dates

Statements with Cardholder and Supervisor signatures and all  original receipts are due to the Business Office by the 10th of the month.

It is strongly recommended and considered best practice that Cardholders review their transactions on weekly basis.  The statement closing date is the 27th of each month or the following business day if the 27th falls on a weekend with statements due on the 10th of the following month.  If the 10th fall on a weekend, the due date is the next business day.

While the administration of the card reporting may be delegated to a Department Liaison, the responsibility for complete and timely submission of statements remains with the Cardholder. 

Cardholders should consider planned absences and travel schedules and plan accordingly to meet these deadlines, including making oneself available to sign statements.  Cardholders may not delegate signing of their statements.   Cardholders that do not meet the deadlines may lose their credit card privilege.  Cardholders, Supervisors, and Vice Presidents will be notified of delinquent statements and receipts.

Not Reviewed