Approved by:	The President
History:	Issued	-- March 14, 2002
	Revised	-- December 18, 2024
	Last Reviewed              -- December 18, 2024
Related Policies:	Travel Policy; Prohibited Transactions Policy; Procurement Policy
Additional References:	PaymentNet
Policy Owner:	Vice President for Finance and Administration, tel. (202) 319-5606
Contact Person:	Assistant Controller – Finance Operations, tel. (202) 319-5546

I.  Introduction

 

The University offers a card program to streamline and simplify the procurement and payment for general purchases and business-related travel and entertainment. The card is intended to reduce transaction costs, facilitate timely acquisition, automate data flow for accounting purposes, and offer flexible controls to ensure proper use. This policy establishes the general guidelines for using the Catholic U One Card issued by JP Morgan Chase (“One Card”). 

The One Card is a university-liability credit card issued to active, eligible, and approved University employees. The One Card is designated to cover allowable small-dollar purchases, business travel and related expenditures, and other permissible business expenses as defined in the Policy. The Cardholders should take advantage of established e-commerce arrangements, pricing agreements, and terms negotiated with University consortium partners and preferred vendors whenever possible. Cardholders are encouraged to utilize University-approved vendors and established suppliers, including the University’s Amazon Prime Business, Staples, and Technology Storefront websites, as suppliers have been pre-vetted often with pre-negotiated pricing. 

The One Card is not a benefit of employment; it is a tool to assist University employees in carrying out their job duties and responsibilities. Cardholders and approvers are responsible and accountable for using the One Card within the University's guidelines, including exercising prudent financial management and acting according to the Code of Conduct. The University reserves the right to terminate an individual's One Card privileges at any time, with or without cause.

 

II. Definitions

 

1. Cardholder Approver:  This role is defined and created in the Cardinal Financial system as the person designated by a Finance Manager to review and approve purchase transactions, including requisitions, contract requests, and One Card purchases.
2. Cardholder:  Person named on the One Card authorized to make purchases.
3. Card Issuer: The issuing Bank of the One Card
4. Departmental Administrator: Individual responsible for overseeing and managing the use  and reconciliation of a departmental card
5. PaymentNet: JP Morgan’s web-based portal grants the Cardholder and Authorized Approver access to review, code, and approve detailed card activity.
6. Default Chartfield: The default chartfield represents the respective department (or org) and account number where purchases are automatically charged if the purchase is not coded by the Cardholder in the PaymentNet system within 3-5 days after the Payment Cycle ends. For Principal Investigators, the default chartfield must be a non-grant-funded department (org); therefore, all applicable grant-funded charges must be coded to the appropriate grant project.
7. Finance Manager: Vice President, Provost, Associate Vice President, Dean, Chair, Director, Principal Investigator, or Business Manager, with budget authority.
8. Card Administrator: The Procurement and Payment Services staff is responsible for managing the administrative facets of the One Card program.
9. One Card: Credit card issued by the University to eligible officers, faculty, and staff

 

III.  Eligibility

 

University cards are issued based on the primary role of the respective University faculty or staff member (Cardholder). The Catholic U One Card is not a benefit of employment; it is a tool to assist the University employees in their job functions.
A One Card may be issued to active employees who meet at least one of the following criteria:

1. Travel three or more times per year on University-related business;
2. Incur regular or frequent transactions permissible on the One Card as outlined in Section V. Frequent is defined as more than four (4) transactions annually.
3. Incur business-related entertainment or meal expenditures at least quarterly;
4. Have been granted primary responsibility to conduct the purchasing of goods and services on behalf of a business unit;
5. Demonstrated an ongoing need to make emergency purchases for the safety and security of the University community and/or
6. Serve in a leadership capacity as Director or above.

In general, student workers, contractors, and employees hired through an employer of record are not eligible for a One Card. All persons approved for a One Card are required to complete training before card activation. The Controller’s Office reserves the right to suspend and/or cancel any card issued due to changes in eligibility and acts of non-compliance as outlined in Section VIII. Failure to use the One Card for more than one year may result in card inactivation and future ineligibility for the card program.

 

 IV. Types of Cards

 

The following cards are available under the University card program:

1. Individual Cards – Card issued directly to eligible faculty and staff as defined in Section III to support the payment of business-related purchases, including travel expenses of the named Cardholder.
2. Departmental Cards – Card issued to a responsible Department Administrator for department-related expenses, such as office supplies, small catering orders, group purchases, and other shared costs specific to departmental operations.  Such cards should not be used for business travel or outside the office.
3. Declining Balance Card – Prepaid card issued to eligible faculty and staff with a defined spending limit, which decreases as the card is used for transactions, and an established expiration date that temporarily supports business-related purchases such as travel, projects, events, or other expenses for the named Cardholder.

 

V. Permissible and Non-Permissible Uses

 

The following provides examples of permissible and non-permissible purchases using the One Card. Departments may have more restrictive guidelines regarding the usage of the One Card. Additional purchase guidelines and their appropriate procurement vehicle can be found in the Buying and Paying Guide.

A. Permissible Purchases:

Items less than or equal to $2,500 Office supplies Conference registrations Event catering Printing/copying services Books Fees and subscriptions Transportation (airfare, bus, shuttle transport, car rentals, and gas for car rentals) Gas for University-owned cars only

Membership fees Foreign Travel Preparation (i.e., Passport fees, vaccinations, and currency exchange) Lodging expenses (parking, business centers, conference rooms, etc.) Items available through university-established e-commerce platforms, including Amazon Business, Staples, and Technology Storefront Travel and meal-related items as outlined in the Travel Policy

B. Non-Permissible Purchases:

1. Personal Purchases – All One Card purchases must benefit the University; anything purchased for personal use may be considered a fraudulent transaction and may result in consequences as described in Consequences Resulting from Non-Compliance and Misuse.

Inadvertent personal charges must be settled by the Cardholder within five (5) business days of the date of purchase or return from travel. Payments should be deposited into the University’s deposit drop box. A deposit slip should be included with the org and account where University funds should be reimbursed, as well as a brief transaction description.

2. Purchases with Unique Compliance Requirements – Some purchases must comply with regulatory and tax requirements and/or health and safety policies. Therefore, the One Card should not be utilized without documented approval from the University Controller. Examples include animals, prescription drugs, awards, prizes, gifts/contributions, sentimental items, gift cards, radioactive materials, travel expenses for spouses, weapons, ammunition, and explosives.  Such purchases should be made per their respective policies.
3. Purchases more Efficiently or Cost-Effectively Purchased via Other Channels – Other purchases are not permitted because the University provides a more efficient, cost-effective, or controlled method to obtain the items. The following list includes examples of items that should not be purchased using a One Card.  Items marked with an asterisk (*) need additional approval from Facilities, Tech Services, Assistant Controller of Finance Operations, or Controller.

Furniture and other capital equipment* Cash advances Cell phone devices and accessories Computers and software outside of the Technology Services storefront* Digital Payments* (PayPal, Venmo, CashApp) Employee relocation expenses* Tuition and related payments Gas or car maintenance for personal vehicle Penalties, fines, and tickets

Gift cards (must be through Giftogram) Per diem Items identified as prohibited transactions Split transactions to avoid the cardholder’s transaction limit Payments to individuals, consultants, and employees for services rendered or reimbursement of expenses incurred. * Venues/facilities for events*

4. Points and Rewards Programs - The University retains the rights to any incentives or rewards from using the One Card. Bonuses, incentives, or rewards earned through the Cardholder’s use of a One Card for personal use may be considered taxable income by the IRS. For this reason, the University recommends that Cardholders not participate in such programs using their One Card.

 

VI. Spending Limits

 

Card spending limits are generally determined based on the employee’s job position.  The Finance Manager may request exceptions to pre-established limits, or the Plan Administrator may identify an adjustment based on procurement needs, spending trends, or budget limitations. All requests for changes in card limits must be submitted in writing with acknowledgment by the Cardholder and approval by the Cardholder Approver.  The Controller must approve permanent card limit increases. The Assistant Controller of Finance Operations must approve temporary card increases.

 

VII. University Liability

 

The University is not liable for transactions made by a terminated employee. In the event of Cardholder termination, the Plan Administrator should be notified immediately. Further, the terminated Cardholder’s account must be checked for pending transactions by that Cardholder’s Authorized Approver. If pending transactions exist, they must be coded (with their attached receipts) and approved by the Authorized Approver before card cancellation. In addition, the University may hold the Cardholder or Authorized Approver liable for fraudulent charges if the Card Issuer and the University are not notified promptly. Upon receiving their card, cardholders must register for fraud notifications on a mobile device.

 

VIII. Consequences Resulting from Non-Compliance and Misuse

 

Violations of policies governing the use of the One Card are classified as minor or major depending on the nature and severity of the violation. Consequences vary according to the infraction to the University's policies.  They may, therefore, include written notification, additional training, cancellation of Cardholder privileges, or disciplinary action up to and including termination of employment. In consultation with the Cardholder’s Vice President and Human Resources, the Vice President of Finance and Treasurer has the ultimate authority to determine the appropriate action based on the nature and frequency of violations. Examples of violations include, but are not limited to:

• Failure to maintain receipts properly
• Not reclassifying charges in PaymentNet to the correct chartfield on a timely basis
• Willfully exceeding the budget despite warning that the budget is not available
• Allowing someone other than the Cardholder to use the Individual One Card without authorization
• Repeatedly making personal purchases with the One Card
• A repeated pattern of prohibited transactions, inappropriate charges, or cost transfers from regularly settling charges in an untimely manner

Multiple infractions of these violations can result in a 30-day card suspension. Two suspensions in one fiscal year may result in the permanent removal of One Card privileges.

 

IX. Sales Tax

 

The University is exempt from sales tax in multiple states, including the District of Columbia, Maryland, and Virginia.  The Procurement Office maintains a complete listing of state exemptions.

In general, sales tax should not be charged to the University and, therefore, not be a component of One Card transactions.  Taxes associated with transportation, lodging, and meals are allowable expenses and can be processed on the One Card.

 

Appendix A - Roles and Requirements

 

All transactions may be subject to additional review by Procurement and internal and external auditors for proper financial stewardship of university finances and compliance with institutional policies and procedures and applicable laws and regulations.

 A.  Cardholder - The Cardholder is responsible for the following:

     1. Ensuring documentation requirements are fully met within designated times noted in card cycle deadlines.

          i. Registering their card for fraud notifications to their mobile device

          ii. Scanning and attaching receipts for purchases

          iii. Documenting the business purpose for all transactions

               a. The business purpose should be documented in PaymentNet with the appropriate level of justification that includes, at a minimum, if not clear on the support, 1) who attended or benefitted from the purchase, 2) what purpose the purchase served, 3) why the expense was necessary, or how it furthered the University's goals, and 4) where the expense took place. Additionally, meal receipts should be itemized and include a list of attendees as applicable.

          iv. Timely and adequately coding charges to the appropriate chartfield in PaymentNet.

               a. While transactions are initially reflected in PaymentNet with a default chartfield, the cardholder should ensure that the chartfield is correct and make changes as needed.

     2. Be familiar with and adhere to all University policies, including but not limited to the Travel Policy, Procurement Policy, and Grants and Contracts Policy, as applicable to grant-related transactions.

     3. Exercise good financial stewardship by knowing their available funding and spending within their budgeted limits. Cardholders must remember that they are committing University funds each time they use the One Card.

     4. When purchasing, make a reasonable effort to compare pricing sources to ensure the University receives the best value and most reasonable prices while maintaining quality.

     5. Ensure that sales tax is not erroneously charged to the University (see Tax Compliance).

     6. Reading and understanding explicit and implicit terms and conditions for their purchase and proactively inquiring with the Procurement Office with questions and concerns.

     7. Protecting the security of their One Card at all times.

     8. Comply with the University's Conflict of Interest Policy. Refrain from actions that could be construed as conflicting with the University’s best interest, reputation, or mission.

     9. Immediately notify the following individuals if their One Card is lost, stolen, or compromised:

          i. The Card Issuer

          ii. One Card Administrator

          iii. The Department of Public Safety

          iv. Cardholder’s Authorized Approver

      10. Upon voluntary termination, reconcile and submit all card expenses in PaymentNet for approval.

 B. Cardholder Approver

The Cardholder’s Approver is responsible for the Cardholder’s compliance with their use and reconciliation of charges. The Approver should notify the Plan Administrator of any changes in the employee's status, including termination, transfer to another department, change in assignment within the University, change in last name, etc. The Approver is also responsible for the following:

     1. Reviewing Cardholder’s charges for reasonableness and compliance with University policy and either approving or rejecting transactions within PaymentNet within the designated deadlines.

          i. Must approve reviewed transactions within 4 days to avoid stalled status.
          ii. Transactions must be approved by 5 days after the statement month.

    2. Be familiar with and adhere to all University policies, including but not limited to the Travel Policy, Procurement Policy, and Grants and Contracts Policy, as applicable to grant-related transactions.

     3. Knowledge and approve that there is sufficient budget in the Dept/Org ID used to code the transaction. Repeated budget exception errors due to overspend on the Catholic U One card, could result in the permanent suspension of that card (Approvers can and have the authority to correct/change the Org/Dept ID code in Paymentnet for the reviewed transactions).

     4. If an employee is terminated, the Program Administrator must be notified immediately to check for pending transactions. Pending transactions should be reconciled in the PaymentNet system. If the card issuer and card administrator are not notified promptly, the University will not be liable for fraudulent charges.

The Cardholder Approver should not approve transactions and should contact the Procurement office for alternative purchasing methods to avoid a conflict in the following situations:

• The transaction is their transaction with a direct benefit to them, such as their travel expenses or conference registration.
• The transaction of an individual to whom the Cardholder reports directly or indirectly except in instances delegated by the President and Chief Financial Officer.

 

Appendix B – Cycle Times and Deadlines

 

Cardholders should upload receipts and code transactions as soon as possible from the completion of their posting date. Approved transactions are posted into Cardinal Financials weekly. Transactions occurring at the end of the billing period (end of the month) must be reconciled and approved within three (3) business days. Therefore, the Cardholder must coordinate with the Cardholder Approver to establish a regular approval timeline. Regardless of whether the transaction requires changes in the chartfield, the Cardholder must save the transaction in PaymentNet, signifying that it is ready for the Authorized Approver’s approval. The best practice is to submit transactions for approval at least once a week.  Transaction(s) not processed by the card cycle deadline at the end of the month are automatically recorded in Cardinal Financials using the default chartfield. Changes cannot be made to a transaction in the PaymentNet system after this financial extraction is completed, and a formal cost transfer request must be submitted to General Accounting or Sponsored Accounting.  Late cost transfer requests should be kept to a minimum to avoid suspension of Cardholder privileges. If the same Cardholder receives more than three (3) cost transfers over twelve months, the Cardholder's privileges may be suspended.

The PaymentNet cycle end dates correspond with the end of each calendar month.