UNIVERSITY UNION CREDIT CARDS
Adopted: October 24, 200

GENERAL STATEMENT
Corporate credit cards (TBD) allow University Union (UU) units to effectively control, monitor small purchases,
and reduce time and paperwork. UU authorized cardholders may make walk-in purchases; place telephone orders;
use online service; and receive and confirm purchases not to exceed $1,000 (excluding tax and shipping) without
prior authorization. Purchases over $1,000 must have prior approval and be consistent with UU Purchasing Procedures
(see Purchasing Procedures). No purchases shall be made by credit card over $5,000 unless written exception is
authorized by UU Director.

GUIDELINES AND PROCEDURES
1. Prohibited Credit Card Purchases
UU corporate credit card should not be used to procure items such as:
        a. Cash Advances, Leases, and Maintenance Service
        b. Cellular telephones, usage and accessories
        c. Personal purchases of any kind
        d. Narcotics and other controlled substances
        e. Alcohol except with the permission of the executive Director in accordance with the hospitality policy.
        f. Splitting of purchases to circumvent the dollar limitation

2. Misuse of Credit Card
Cardholders are to observe strict compliance with the program policies and guidelines at all times. In the event of
repeated abuses of UU corporate credit card policies, the card will be revoked. Further, the employee will be subject
to disciplinary action up to and including termination of employment and/or criminal prosecution.

3. Responsibilities
        a. Cardholder: The cardholder is responsible for:
                i. Appropriate use of UU Credit Card;
                ii. Security of the UU Credit Card;
                iii. Compliance with UU Procurement policies and procedures;
                iv. Preparation of the Monthly Credit Card Purchase Report, where the purpose of the purchase is identified;
                v. Reviewing monthly credit card statement of account, attaching all original receipts and forwarding to their
                    Approving UU Official within three working days;
                vi. Making arrangements in his/her absence to ensure paperwork is submitted to their Approving UU Official
                    in a timely manner.

        b. Approving UU Official: The Approving UU Official is responsible for:
                i. Reviewing all charges;
                ii. Ensuring all purchases are appropriate;
                iii. Ensuring no prohibited items have been purchased;
                iv. Ensuring all proper original documentation is attached to monthly Credit Card Statement.
                v. Signing cardholder statements and forwarding them to UU’s Business Office within three working days.
                vi. Approving purchases in advance over $1,000.00 but under $5,000.00.

        Note: If there are excessive instances of lost receipts, the employee’s credit card may be revoked. Further, the
        employee will be subject to disciplinary action up to and including termination of employment.

4. Fiscal Year-End Accruals
Upon receipt of the June Statement, two separate monthly reports must be submitted to the Approving Official. One is to
include all purchases listed on the June statement. The second one is to include all purchases made through June 30th that
have not yet appeared on the statement. The total amount listed on the second report will then be the accrual for the fiscal
year ending June 30th.