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College Corporate Card Policy


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.

Administration of Policy

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.

  1. Awards: Documentation must include a description of the award and the person to whom the award is being presented.
  2. Conference Registration: Documentation must include a copy of the conference flyer/registration statement, or a statement providing the date, purpose, and agenda of the conference.
  3. Flights: Please note that flights should be booked using the departmental UATP# when possible. This will help eliminate the encumbering of the corporate credit card limit.
    • Documentation must include a flight itinerary and a detailed explanation for the business purpose of the flight(s). Itinerary must include the traveler's name, fare amount paid, proof and method of payment and flight details (destination, departure/return dates and times. Upgrade and change fees (e.g. First class, business class, preferred seating, priority boarding, preferred access, etc.) are not considered a business expense and must be paid by the employee. A personal check for the fees incurred should be included with the corporate credit card payment request form.
    • Whenever possible, please limit checked bags to one.
  4. Honorariums/Contractual Expenses (including guest lecturers, consultants and other independent contractors): Documentation must include a copy of the contract that includes the full name and address of the vendor/individual to be paid, the agreed upon fee/hourly rate, and a full description of the goods/services to be provided. If travel expenses are also being paid, these expenses should be supported with original receipts/invoices.
  5. Meals: Employees must provide receipts for meals charged, explain the business purpose of such meals and include the names of additional people attending the meal. The detailed receipt (as opposed to the summary receipt) should be submitted. North Carolina sales tax for meals charged to the corporate card should be reported on the corporate credit card payment request form.
  6. Mileage: When requesting mileage reimbursement for travel in personal vehicles, please document the business purpose, destination and actual mileage driven. An explanation of how the mileage reimbursement was calculated (e.g., number of miles traveled and mileage rate per mile) should also be submitted. Since the mileage rate includes compensation for gas and depreciation, employees may not request reimbursement for gas.
  7. Order, Registration and Subscription Forms: these forms serve as valid documentation for prepayments and should accompany the payment request.