Corporate Card Program

Cardholder Procedures

Last Revision:November 2016

______

I. BECOMING A CORPORATE CARDHOLDER

Columbia University full-time officers interested in applying for a ColumbiaUniversity CorporateCard mustcompletea Corporate Card Application.

The application must contain two Departmental approval signatures. The authorized approvers may include Departmental Administrator and one of the following roles: Director, Dean, Associate Dean, Vice President or Senior Financial Officer. The complete form may be submitted to Corporate Card Program Administration team at email: . (Note: Corporate Card Program Administration reserves the right to refuse an application; Corporate Card Program Administration reviews past history of Corporate Card use by an individual and reviews departmental needs.)

After receiving departmental and Card Administration approval, the applicant will be provided a link to the Corporate Card training, which we will require successful completion, in order for the card request to be submitted to the card provider. Note: Cardholders are required to successfully Acknowledge completion of the On Line Policy and Procedural training prior to submittal of the application to the bank.

Corporate Card Program Administration will then forward the application to the bank for processing the card issuance. The card provider will forward the Corporate Card directly to the cardholder’s address noted on the application form.

II. MANAGING ACTIVITY AND PAYMENT OF CARD ACCOUNT

  1. Upon receipt and activation of the card, Cardholders are required to register the account within the Payment Center at . (Note: If a Cardholder does not register the account, the University may suspend use of the Corporate Card until registration has been completed.). Note: Should the cardholder wish to obtain their unique PIN, or establish card account Alerts, the user may do so by accessing the Global Card Access website at
  2. Cardholders are responsible for timely payment directly to the card provider. within 25 calendar days after the billing date. Payments may be made via check or online(within Payment Center or your personal on-line banking tool).

NOTE: Per Columbia University policy, Accounts which are 1-31days delinquent will incur a late fee; and at 31-60 days the account will incur a late fee and the account will be placed on hold, prevent any new charges until the balance is current. Should an account reach 60 days, the card will incur an additional late fee and will be cancelled.

  1. Cardholders will receive delinquent account notifications from the card provider as well as Corporate Card Program Administration and are required to respond to payment status requests by emailing ayment dates and amounts.
  2. Cardholders are responsible for submitting to Accounts Payable Travel & Business Expense Report (TBER) to request reimbursement for travel-related and business expenses placed on their Corporate Card. The Accounts Payable Department will reimburse the employee for travel-related and business expenses. The University will not reimburse any interest or late fees on the account. Requests for reimbursement must adhere to the Travel and Business Expense Policies. Note, the IRS requires travel expense reimbursements to be reported within a reasonable period of time. The determination of a reasonable period of time will depend upon the facts and circumstances, but is generally held to be no later than 120 days after the date of the expense. All TBERs must be submitted no later than 120 days after the date of the expense.

Reminder: Only University-authorized expenses are permitted. Personal purchases and business-related purchases of equipment are not permitted. Please review the Corporate Card Policies for Approved and Restricted Uses.

III. REPORTING LOST, STOLEN OR COMPROMISED CORPORATE CARD INFORMATION

Contact the Global Card services at 888-449-2273 immediately if your card has been lost, stolen or if you believe your card information has been compromised.

Lost or Stolen Corporate Cards should also be reported to the Corporate Card Program Administration group at . or you may contacting the Finance Service Center.You can log an incident or request a service by using a self-service web form, or you can contact the Service Center by phone: 212-854-2122 Monday-Friday, 9:00 am – 5:00 pm.

IV. TERMINATION OF ACCOUNTS

It is the responsibility of the cardholder and cardholder’s department to contact the Corporate Card Program Administrator when leaving the employment of the University by contacting the by contacting the Finance Service Center.You can log an incident or request a service by using a self-service web form, or you can contact the Service Center by phone: 212-854-2122 Monday-Friday, 9:00 am – 5:00 pm.

Corporate Card Cardholder Procedures – November 2016