Roanoke College VISA and Wal-Mart Credit Cards

Roanoke College VISA and Wal-Mart Credit Cards

Roanoke College Visa and Wal-Mart credit cards are available for use by faculty, staff and student organizations on an as needed basis. Credit cards provide the college with a cost-effective, convenient and streamlined method of purchasing items, thereby reducing the volume of individual payments processed by the college. Also in offering this option, employees and other users benefit from the convenience and flexibility as well as lessening the burden on personal finances.

Instructions and Guidelines:

1.  Pick up card

·  Pick up a card from the Business Office between the hours of 8am – 4pm.

·  Present your Roanoke College ID and sign the check out log.

·  You will be issued a Roanoke College credit card (VISA or Wal-Mart), a Virginia sales tax exemption certificate and a Credit Card Check Out – Expense Form.

·  If you are sending a student to pick up a card, please email the student’s name, date and approximate time of pick up to . This notification serves as your approval for this student to pick up a card. A card will not be released to a student without this notification. The student must also present their Roanoke College ID and sign the check out log.

2.  Usage

·  The card is to be used solely for college business.

·  Cards may be used for local vendor and online purchases or travel. Students and/or student organizations may not make online purchases with a college credit card.

·  Charges made on a college credit card must be supported by adequate records which clearly establish that they were (i) ordinary and necessary; (ii) reasonable in amount; and (iii) incurred for a valid business purpose.

·  When making a purchase in person, you will be asked to provide your Roanoke College ID.

3.  Return Card

·  Return card in person to the Business Office within two business days from the date of check out. Please do not return any Roanoke College card through Campus Mail as there is a risk of a lost card.

·  Return credit card with:

o  Virginia sales tax exemption certificate issued at time of check out

o  Credit Card Check Out – Expense Form

§  Fill out form completely.

§  Form must be signed by appropriate Budget Officer.

§  Attach original itemized receipts for all purchases of goods and services regardless of cost. This includes charges for meals and entertainment.

§  Missing receipts – Users must attempt to get the receipt from the vendor. If the receipt is not available, the user must attach a completed Missing Receipt Disclosure.

4.  Travel

·  If you have checked the card out for travel purposes, return the card and Virginia sales tax exemption certificate in person to the Business Office within two business days of your return.

·  A properly completed Travel Expense Form with all receipts attached must be submitted to the Business Office within 10 days of your return per the college travel policy.

Right of Usage:

The right to use a college credit card may be revoked at the discretion of the Business Office.

·  It is the intent of issuance of a college credit card that the card will be used solely for college business and not personal use. If the Business Office has documented repeated personal use, the privilege to use a college credit card will be revoked.

·  When using a college credit card, all users must adhere to all established policies for purchasing, expenses and travel. If any of these policies are violated, the privilege to use a college credit card will be revoked.

·  The right to use a college credit card also requires submission of all receipts. If receipts are not submitted with proper coding and signed approval within established deadlines, the privilege to use a college credit card will be revoked.

·  Adherence to returning the college credit card within two business days is not only a courtesy to other card users but also a policy put in place for internal control purposes. If there is repeated violation of this timeline, the privilege to use a college credit card will be revoked.

·  Under no circumstances may a student or student organization purchase alcohol of any kind with a college credit card. If this policy is violated, the student and/or the student organization will lose the privilege to use a college credit card.

·  Students and student organizations may not use a college credit card to make online purchases. If this policy is violated, the student and/or the student organization will lose the privilege to use a college credit card.

All faculty, staff and students who request and receive a college credit card, by their acceptance of the credit card, agree to the college’s credit card policy.

This policy may be amended by the college cabinet.