It is important that credit card statements be submitted to the Business Office in a timely manner – within five (5) days of receipt. University credit cards have been issued to you in order to make purchasing easier for the department.  However, untimely submission of credit card statements could lead to the discontinuation of the credit card privilege.

     Credit cards are not to be used for the purchase of furniture or equipment.  These purchases must go through the Purchasing Process in order to be properly recorded as fixed assets.  University credit cards are also not to be used for the purchase of personal items.

     All statements must have approval signatures upon them when they are returned to the Business Office.  Approval signatures are signatures of both the cardholder and his/her supervisor or department associate.  For example, a department secretary may not sign for a member of the department faculty. Also, insure that credit card statements contain the proper account coding, which is a full 12 digit account number and that the number is valid, i.e., correct fund with unit/balance.

     To speed up the posting process, we hope to have you to the point of viewing and downloading the statement from the web.  In the meantime, please write the account numbers on the statement, note which items whose receipt was turned in with a travel report, attached non-travel report receipts, and send in to the Business Office.  Also note that federal regulations require us to add the amount of transactions without receipts to your taxable income.