Cardholder Responsibilities
Do not provide your full credit card number via email or fax OR attach any documentation with your full card number to transactions in Workday.
As the cardholder, you are personally responsible for the safekeeping of the credit card assigned to you, and that absolutely no one, other than yourself, is permitted to use the credit card assigned to you without an approved Cardholder Delegation Form for that individual.
Cardholders are responsible for the following:
- Enroll in Credit Card Learning Course in Workday Learning and pass Travel Card quiz PRIOR to issuance of a travel card.
- Keeping their travel card and card account number confidential.
- Institutional credit cards are restricted to Institution related business purchases only. They can not be used for non-Institution related business, unauthorized purchases, or for personal purchases.
- Understanding that intentional misuse or abuse of the travel card will result in the immediate revocation of charging privileges, possible disciplinary actions, and/or criminal prosecution.
- Obtaining detailed receipts, when applicable, and associating those charges to the
appropriate traveler if charges were incurred on an administrative t-card. Charges must be assigned to an expense report and submitted
for approval no later than the last working day of the month in which the credit card
cycle ends.
- Cardholder should maintain all receipts for the fiscal year until notified by the eProcurement Office/Business Office to destroy them.
- Process and submit expense report(s) to reconcile charges.
- Reporting a lost or stolen travel card immediately to Bank of America at 1-888-449-2273 and the Administrator of Travel Credit Card Services at 479-575-2551.
- Not accepting cash in lieu of, a credit to the travel card account when returns are made.