Integrated CSU Administrative Manual

CSU POLICY

Section:  GENERAL ACCOUNTING

Section 3000 Policies

Policy Number:  3103.04

Policy Title: Corporate Cards

Policy Effective Date: January 1, 2012

Last Revision Date: October 6, 2011
(see revision history)

POLICY OBJECTIVE

It is the policy of the CSU to facilitate acquisition of personal liability business credit cards, commonly known as corporate cards, for employees who must travel or incur other business expenses on behalf of the University, in order to expedite payment and reduce the need for cash advances. Campuses must prepare written procedures that implement this policy.

 

POLICY STATEMENT

The university may enter into contracts with financial institutions to assist employees in obtaining a personal liability credit card with no annual fee. Such corporate cards minimize the burden on an employee’s financial situation when expenses must be incurred personally and subsequently reimbursed.

A CSU faculty or staff member is eligible to apply for a corporate card if he or she meets all of the following criteria:

  • Their position at the university requires business travel at least once per year and/or regular hosting of business meetings/meals, and
  • The card has been authorized by their supervisor and the unit's business manager or chair and,
  • The individual has completed an application and agreed to the financial institution's Cardholder Agreement.

Corporate cards may only be used for bona fide business expenses that directly serve the University.  CSU faculty or staff may not use corporate cards for personal expenses.

The financial institution may refuse to issue a card or limit the amount of credit available based on their evaluation of the applicant's credit worthiness. The financial institution will contact the applicant directly in any case. Cards are mailed directly to the applicant at the billing address specified on his or her application.

As a personal liability card, bills will be sent directly to the cardholder, and he or she is responsible for remitting payment directly to the financial institution by the due date. If a card is lost or stolen or personal contact changes need to be made, the cardholder must contact the financial institution directly.

Cardholders may close the corporate card account at any time by contacting the financial institution.

Corporate cards, or documentation that an account has been closed, must be retrieved from an employee upon an employee’s separation. The university may be held liable for charge(s) to a corporate card incurred after a cardholder is no longer in the service of the university.


Benjamin F. Quillian
Executive Vice-Chancellor/Chief Financial Officer

Approved: October 31, 2011




APPLICABILITY AND AREAS OF RESPONSIBILITY

 

REVISION HISTORY

 

 

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

ICSUAM 3601.01 CSU Travel Policy

G-001 Travel Procedures and Regulations

 

Related Principles:

 

Sound Business Practices:

 

Laws, State Codes, Regulations and Mandates:

 

COGNIZANT OFFICE(S)

CO Manager:

Tom Roberts
Director, Contract Services & Procurement
CSU Office of the Chancellor
troberts@calstate.edu


Subject Expert:

Cathleen Austin
Manager, Accounts Payable
San Diego
caustin@mail.sdsu.edu

Lorlie Leetham
Director, Fiscal Services
San Luis Obispo
lleetham@calpoly.edu

Lauri Reilly
Manager, Accounts Payable
CSU Office of the Chancellor
lreilly@calstate.edu

Monica Shackelton
Manager, Accounts Payables and Recievables
Fresno
monica_shackelton@csufresno.edu

Cora Wong
Director, Student Financial Operations
San Francisco
coraw@sfsu.edu

Affinity Group:

FOA, Accounts Payable Managers

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