Purpose:

Manhattan College provides credit cards to be used by those Employees that travel for business-related purposes and for expenses paid that only accept cc such as online. The Business Office card is used for Department and College purchasing where a credit card payment is required. If the business office purchases for another Department the Fund Org and Acct approver should send via email the cost center so they can post the charge in their report. This will act as approval from the Dept for the purchase. These cards allow us to properly track and process expenses, assist in preventing fraud, and make payments to vendors in a timely and efficient manner. This document is to ensure that employees who are in possession of a Manhattan College issued credit card use them properly and know their limitations and responsibilities.

Scope:

This policy applies to all employees who are eligible to use a Manhattan College issued credit card. It also applies to employees who have the right to approve the use of a card for their staff members. Sales tax exemptions must be used at any opportunity. Full and detailed receipts are required for processing.

• Expenses involved in meetings with clients
• Accommodations during work related travel
• Postage for department related mail (UPS-if necessary, USPS) when mailroom is not available.
• Air, train, or ground transportation for individuals or teams while on Manhattan College business every attempt to avoid credit card fees should be made. In instances where fees will be assessed payment should be made via check request.
• Gasoline for travel using a Manhattan College vehicle while on official Manhattan College business. If renting a car for Manhattan College business gas can be purchased.
• Parking fees while on official Manhattan College business
• Other related expenses as approved by supervisor
• Do not use personal cards if you have a MC Business card.

What expenses are NOT allowed on a Manhattan College issued credit card?

• Personal expenses of any kind
• Gifts of any kind
• Rental car insurance

Limits:

Card limits are established by the office of the Manhattan College Controller. If a limit is not sufficient an increase may be requested through the Supervisor. The request will then be made to the Controller's office.

Responsibilities:

• Keep the card and card number secure.
• Report any fraudulent charges directly to JPM ASAP. Notify Controllers so we are aware.
• Report it stolen or lost ASAP. 800-316-6056 lnt'I 847-488-3748.
• Use the 4 digit pin you created by you when contacting JPM that you selected not 55#.
• Use only for official Manhattan College business.
• Detailed itemized receips required for every transaction. If you do not have a receipt a detailed and approved explanation must be provided and uploaded in the report.
• Complete reconciliations in Chrome River as soon as possible, preferably on a weekly basis, and do not allow transactions to sit in Chrome River for longer than ONE MONTH.
• Answer the questions of who, what, when, where, and why when completing Chrome River reconciliations.

Card Termination:

• A credit card will be closed if an Employee moves to another job no longer requiring a credit card in the new position.
• Employee terminates College Employment.
• Fails to reconcile reports in a timely manner.
• Uses the credit card for personal Purchases.
• Violations of this policy in any manner may result in disciplinary action.

Manhattan College reserves the right to review any and all transactions made with a Manhattan College issued credit card.

October 2023