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Employee Purchasing Card Usage Agreement Form
Printable Version Your participation in the Visa Purchasing is a convenience that carries responsibilities along with it. Although the card is issued in your name, it should be considered college property and should be used with good judgement. Your signature below verifies that you understand the Visa Purchasing Program guidelines outlined below and agree to comply with them. 1. The Visa Purchasing card is provided to employees based on their need to purchase business-related goods and services. A card may be revoked at any time based on change of assignment or location. The card is not an entitlement nor reflective of title or position. 2. The card is for business-related purchases only; personal charges are not to be made to the card. Improper use of the card can be considered misappropriation of college funds which may result in disciplinary action, up to and including termination. 3. You are the only person entitled to use the card and are responsible for all charges made against the card. 4. All charges are billed directly to and paid directly by the college. Any personal charges on the card could be considered misappropriation of college funds since the cardholder can not pay the bank directly. If a transaction is deemed to be a personal purchase, the employee agrees to repay by immediate reimbursement or payroll withholding. 5. Cardholders are expected to comply with internal control procedures in order to protect college assets. This includes keeping receipts, reconciling Visa Purchasing monthly transactions via the PNC Bank Internet Service Center and following proper card security measures. 6. Cardholders are responsible for reconciling their Visa Purchasing monthly transactions via the PNC Bank Internet Service Center and resolving any discrepancies by contacting the vendor. If the vendor doesn't agree that an error has been made, complete the dispute form on the back of the memo statement and contact the Program Administrator. 7. Each card is assigned a department code and purchases will be automatically charged to that department code. The department code can only be changed by management approval. If changed, a new department code does not affect past charges, only future charges. 8. A lost or stolen card should be reported immediately by telephone to PNC Bank Customer Services at 1-800-685-4039. 9. A cardholder must surrender the card upon termination of employment (i.e. retirement or voluntary/involuntary termination) to the account director. At this point, no further use of the account is authorized. 10. The Program Administrator reserves the right to revoke a cardholder privilege with final approval from the appropriate Vice President or Provost.
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