Corporate Card Policy and Procedures
1. The Visa Corporate Credit Cards are issued to Vassar College employees who travel on behalf of the College on a regular basis. The College defines “regular basis” as at least once during a calendar year.
2. The Corporate Credit Cards are issued to accommodate payment for Vassar College business travel, and related expenses such as transportation, accommodations, reservations, registrations (e.g. conferences), and related meals.
3. All receipts should be retained for College records.
4. Corporate card holders will receive their monthly statements from JPMorganChase reflecting current charges. The responsibility for reconciling the statement to corresponding receipts rests with each card holder.
5. Sign and forward the monthly corporate card statement along with the original receipts to the Controller’s (Box 12) promptly by the 15th of each month for payment verification.
6. Payment to the bank for legitimate charges will be made by the College monthly.
7. The card holder’s designated (Vassar College) budget account(s) (as stated on each card holder’s application form or assigned via Paymentnet), will be charged for all expenses incurred.
8. Disputing a charge: Disputed billing can result from failure to receive goods or services charged, fraud, incorrect amounts and duplicate charges. The card holder should contact the merchant first to resolve any outstanding issues. Notify JPMorganChase Customer Service, 1-800-270-7760 of the dispute. Contact the Purchasing Office (x5845) if any assistance is required.
9. Lost/Stolen card: Immediately notify JPMorganChase by calling1-800-270-7760 and the Purchasing Office (x5845) if the card is lost or stolen.
10. Termination / Cancellation of the corporate card: A corporate card may be terminated if the card holder fails to comply with College Corporate Card Policy & Procedures.
11. Employee’s employment termination/Status change: Notify the Purchasing Office (x5845) immediately.
Card users need to read, understand, and agree to comply with the College Policy & Procedures stated above.