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University Ethics, Integrity, and Legal Compliance

University Credit Card Policy

Scope

Employees

Policy Statement

Syracuse University has entered into an agreement with JPMorgan Chase, ("Chase"), which provides qualified employees with a credit card at the University's expense to purchase selected goods and materials for pickup or delivery and/or travel expenses on behalf of the University.

The credit cards have one of three different strategies: a procurement card, a travel card, or a dual procurement and travel card. The procurement card may be used to purchase supplies, retail items, and small dollar purchases and has a $1,000 per transaction spending limit. The travel card may be used to purchase airfare, hotels, meals, and conference registrations with a $9,999 per transaction spending limit. The dual card may be used for all of the above and has the spending limits as stated above when purchasing the identified commodities allowed within each of the two strategies. The same credit card will be issued for all three strategies and will include the Syracuse University tax exemption number. The proper name of the individual will be embossed on the credit card along with "Syracuse University".

General Policy Guidelines

Before a credit card is issued to an employee, a properly completed and authorized University Credit Card Acceptance Statement must be submitted to the Manager, Credit Card Program (MCCP), Office of the Treasurer, 621 Skytop Road, Suite 120. Credit cards will be issued with concurrence from the Cabinet Officer if applicable, the Dean, Director, or Department Head responsible for the individual requesting the credit card, and the Treasurer. The cardholder is responsible for the card's safekeeping. The card may not be transferred to, assigned to, or used by anyone other than the designated cardholder. Chase or the University may, at any time, suspend or cancel the cardholder's privileges for any reason and the cardholder will surrender the credit card to his/her supervisor upon request. Use of the credit card or account by the cardholder after notice of its cancellation may be considered fraudulent and further action by the University may take place against the cardholder.

Cabinet Officer Responsibilities

It is the Cabinet Officer's responsibility to authorize the issuance of a credit card that has either the travel or dual credit card strategies.

Dean, Director, or Department Head Responsibilities

It is the Dean, Director, or Department Head's responsibility to identify and authorize cardholders, monitor the use of the credit card, assist with the setting of limits, provide up to date information to all departmental employees involved with the credit card, and assign an individual to generate and retain accurate credit card records. The individual responsible for approving expenditures must be an authorized signer on the chart string charged and be someone other than the cardholder. The Cabinet Officer, Dean, Director, or Department Head has the obligation to review the business nature and the charges incurred by the cardholder and has the responsibility to call upon the Office of the Treasurer, the Comptroller's Office, or Audit and Management Advisory Services, as appropriate, to investigate potential improprieties.

Cardholder Responsibilities

The credit card is valuable property which requires proper treatment by the cardholder to protect it from misuse by unauthorized parties. The cardholder is required to activate (as per instructions received with the card) and sign the credit card immediately upon receipt. The credit card may be used upon activation. When the current card has expired or when a new card is issued to the cardholder, it is the cardholder's responsibility to destroy the card (cut it in pieces) and discard. If the cardholder's employment is terminated for any reason, the cardholder will give the card to his/her supervisor to destroy. The supervisor must promptly notify the MCCP at 443-1957. It is the cardholder's responsibility to obtain itemized transaction receipts from the vendor each time the credit card is used. Individual transaction receipts shall be submitted to the appropriate departmental individual for monthly reconciliation. Each credit card has a pre-set per transaction maximum spending limit (currently $1,000 for procurement and $9,999 for travel). Splitting of transactions is not allowed. The cardholder will be advised of his/her limits. The monthly limit is determined by the cabinet officer, dean, director, or department head and the Treasurer. Special circumstances that may require a change may be addressed to the MCCP at 443-1957.

Lost or Stolen Credit Cards

Lost or stolen credit cards shall be documented immediately and the following steps are to be followed:

  • The cardholder is to report the incident to his/her immediate supervisor, and the supervisor or cardholder is to immediately contact Chase's 24-hour toll-free answer center at (800)-270-7760.
  • The cardholder or supervisor also needs to contact the MCCP at 443-1957 to alert of the lost or stolen credit card and confirm that notification to Chase has been completed.

Card Use Appropriateness

Failure to use the credit card in accordance with the University's policies including, but not limited to, conflict of interest, may result in revocation of the credit card and may involve appropriate disciplinary action up to and including termination and prosecution.

Policy violations include, but are not limited to:

  • Splitting transactions to circumvent the per transaction limits.
  • Purchasing items with the credit card for personal use.
  • Failure to return the credit card when reassigned, terminated, or upon request.
  • Failure to submit properly completed reconciliation statement in a timely manner. ALL RECEIPTS MUST ACCOMPANY THE MONTHLY RECONCILIATION STATEMENT.
  • Failure to report a lost or stolen credit card to the appropriate person immediately after discovery.
  • Transferring assignment of the credit card to another individual.
  • Repeatedly allowing sales tax to be charged when the purchases are tax exempt.

The credit card should not be used for the purchase of the following commodities:

  • Donations and Contributions
  • Radioactive Materials
  • Products that contain Hazardous Materials
  • Fines and Penalties

Sales Tax

Syracuse University's NYS sales tax exemption number is displayed on the credit card. Sales tax exemption certificates, if needed, may be obtained by contacting the Purchasing Department at 443-2281. Sales tax is not automatically exempt by using the credit card. It is the responsibility of the cardholder to make certain that sales tax is not inappropriately charged to the credit card. Cardholders should bring sales tax issues to the attention of the MCCP at 443-1957.

For Special instructions for use of credit cards on sponsored accounts: Sponsored Accounting

Comptroller's Office: Credit Card Reconciliation Procedures

Information and Assistance

Contact the individuals listed below for information and assistance regarding:

Credit Card Policies and Procedures - Manager, Credit Card Program, 443-1957
Credit Card Accounting Issues - Director, Disbursements Processing, 443-3148

To request a credit card, complete the Acceptance Statement which may be found on the Treasurer's website at http://treasurer.syr.edu/ and forward to: Manager, Credit Card Program, Office of the Treasurer, 621 Skytop Road, Suite 120.

Policy Administration

Links to Procedures and Related Information

Amended: May 2011
Amended: May 2007


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For technical assistance contact macbeth@syr.edu