{"id":282,"date":"2011-06-06T20:41:44","date_gmt":"2011-06-06T20:41:44","guid":{"rendered":"https:\/\/www.bates.edu\/accounting\/employee-charge-cards\/"},"modified":"2025-06-27T10:11:08","modified_gmt":"2025-06-27T14:11:08","slug":"employee-charge-cards","status":"publish","type":"page","link":"https:\/\/www.bates.edu\/accounting\/travel-and-expense-2\/travel-policy\/employee-charge-cards\/","title":{"rendered":"Employee and Department Charge Cards"},"content":{"rendered":"

To obtain an employee or department charge card, individuals must submit a request by email to the Assistant Controller<\/a>. An application will then be sent via Adobe Sign.<\/p>\n

Please contact the Assistant Controller<\/a> immediately<\/em> if a charge card is lost or stolen, or fraudulent use is suspected.<\/p>\n

Employee Charge Cards<\/h3>\n

It is often necessary for College personnel to be away from home for several days or sometimes weeks to conduct College business.\u00a0 To cover expenses while traveling, an employee may obtain an employee charge card with the approval of his\/her Supervisor; a Dean or Vice President\u2019s signature is required for monthly charge limits in excess of $5,000.\u00a0 Employee charge cards are issued to individual employees and are the responsibility of the individual whose name appears on the card.\u00a0 Please note:\u00a0 employee charge cards are not personal credit cards and are not attached to the employee’s Social Security Number or credit score in any way.<\/p>\n

Employee charge cards will be issued for official College business only.\u00a0 Personal expenses should not be charged to employee charge cards. To obtain reimbursement for College expenses charged on an employee charge card, cardholders will need to submit a Travel and Expense Report <\/a> (also see Business Expense and Travel Reimbursement<\/a>.) The College will promptly reimburse employees for all reasonable and necessary business expenses, in accordance with the Business Expense & Travel Policy<\/a>, upon submission of a completed and approved Travel and Expense Report.\u00a0 It is important to note that employee charge card balances must be paid in full each month; balances due cannot be carried forward.<\/p>\n

Expenses charged to employee charge cards are billed to the cardholder\u2019s home billing address on a monthly basis, and it is the responsibility of the cardholder to make full and timely payment to the card provider (J.P. Morgan). The College will not reimburse cardholders for late fees and\/or finance charges that may result from failure to make full and timely payment or other non-compliance, depending on the level of non-compliance as outlined below.<\/p>\n

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\u00a0Department Charge Cards<\/h3>\n

Departments with purchases\/payments of $30,000 or more annually may request a Department Charge Card.\u00a0 For fraud protection purposes, department charge cards must be issued in the department employee\u2019s name who will be responsible for the card.\u00a0 Department cards are subject to all of the Employee Charge Card policies, with the following additions:<\/p>\n