College employees may use a college corporate credit card when conducting official college business. These cards exist for the convenience of the employee so that college-related charges are not placed on the employee's personal credit card account.
This policy seeks to inform college employees of the proper uses of college corporate credit cards.
Only Davidson College business expenses may be charged to your corporate card. Personal charges are not allowed and could result in termination of your corporate card.
Cash advances on the Davidson College Corporate Card are not allowed.
When preparing a Corporate Credit Card Payment Request Form, a meaningful explanation of the business purpose of each expense must be included. For meals & travel, the explanation shall also include a list of any additional persons included in such expenses. Receipts for all charges in excess of $25 should be included with the payment request form. To help ensure that receipts remain attached to the payment request form and may be easily scanned for online access, please tape receipts to a piece of 8.5x11 paper in the order the charges appear on the statement.
In the event a receipt is missing or lost, the employee shall sign the missing receipt affadavit at the bottom of the payment request form.
The college is eligible for sales tax refunds on purchases made in the state of North Carolina when a detailed receipt is available that indicates the cost and tax paid. Therefore, employees shall provide as much documentation as available. For all food purchases, employees shall submit an itemized print-out detailing each purchased item. Include the breakout of North Carolina sales tax on the corporate credit card payment request form.
Charges shall be paid in full each month. Employees shall submit payment requests to our Accounts Payable staff assistant by the end of the month, but no later than due date. The employee must obtain written approval from his/her direct supervisor or department head prior to submitting the credit card bill for payment. In the event an employee is on an extended travel schedule, the employee shall make arrangements with his or her supervisor or department head for all bills to be paid on time during the employee's leave.
For employees approved credit card payment requests, your approval indicates that you have reviewed each charge to confirm the business purpose and to ensure that proper documentation (including names of other individuals involved in meals and/or travel) is included. Payment request forms not received for two (2) consecutive months will result in termination of the corporate card. Employees whose cards have been terminated due to nonpayment will have to incur college expenses personally and then submit for reimbursement through Accounts Payable.
The Controller/Director of Business Services shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college's Policy on Policies.
Disputed charges: Please follow the guidelines on the back of your statement if you need to dispute any charges.
Lost/stolen cards: Please call customer service at 877-543-4453 as soon as you discover your card has been lost or stolen.
Denial of charges on the corporate credit card: Please call customer service at 877-543-4453.
Credit limit increases: Requests for a permanent or temporary credit limit increase for a cardholder must be approved in writing by the employee's supervisor or department head, and may be sent via e-mail to the Controller/Director of Business Services or the Assistant to the Director of Business Services for processing.
Ending employment with the college: If you leave employment with Davidson College, you must return your credit card to the Assistant to the Director of Business Services in the Business Services office by your last working day.
Supporting documentation: To prevent duplicate payments and satisfy auditing requirements, all expenses greater than $25 must be accompanied by documentation such as detailed receipts, invoices, contracts, etc. and an explanation of the business purpose of such expense.