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Purchasing:   Credit Card Policy

All credit cardholders are required to reconcile all transactions that post to the department account through the 15th of every month.

A transaction is reconciled when the cardholder has the following information:

  • Project Grant Number
  • Name of Buyer
  • Copy of invoice or receipt
  • Purchase Description/Reason
  • If this is an internet purchase, a printout of the transaction containing all pertinent details
  • Dollar amount of transaction matches receipt or invoice

Note: Anyone using a credit card that is not their own must immediately:

  • Notify the cardholder of the purchase as soon as the purchase is made
  • Provide the invoice/receipt to the cardholder, along with the details as described above

In the event that this policy is not followed, the privilege to use a department credit card will be suspended.


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