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Credit Cards - Quick Tip Resource Sheet and FAQ Quick Links

Click here to go to the University Credit Card FAQs page

Budget, Reallocation, and Chartfield Questions:   

  • Refer to your department’s Major Area Budget Manager, and check with your Supervisor

Billing Cycle:

  • Add dates to Calendar as a reminder for reallocation and substantiations
  • Reallocations can be done throughout the month, and add deadlines to the calendar 
  • Click here to go to the Billing Cycle page

Requesting a University Credit Card using Etrieve: 

Adding a Proxy using Etrieve: 

Proxy Removal:

  • This is processed with an email request.

Changing Departments: 

  • Notify the credit card analyst if your credit card is no longer needed. Using Etrieve, you will need to submit a credit card application (select the update existing option) to continue using your CC in your new department. 

Temporary Increase:

A temporary limit increase must be requested in writing by email to the supervisor, Major Area Budget Manager, the assistant controller, Lindsey Wilson, and Kirsten Vassie. The email should include the following:

  • Why is the increase being requested
  • What should be increased (monthly or single transaction limit, or both)
  • What your current limits are and the dollar amount of the requested increase
  • Who the merchant is
  • The date range of the increase (Refer to the billing cycle for possible end dates) 

Note: For items over $5,000, these are to be paid by purchase order. Here is the reference link for Purchasing information.

Handling Fraud:

  • If your University Credit Card is impacted by fraud, contact US Bank at 800-344-5696. Accounts Payable is available as a resource to assist with requestions regarding the process, your University Credit Card details, and account information.

Substantiation:

  • To prevent reports from being sent back for adjustments 

Abbreviations / Acronyms:

  • Spell out the full name of the location, organization, building, event, etc.

Meal / Guest Count:

  • For fewer than 10 guests, provide names and titles
  • For 10 or more guests, provide the number of attendees

Gifts / Bookstore Items:

  • Provide the name, CWID, amount of gift, and business purpose
  • Note: Birthdays, weddings, baby showers, etc, are not considered business expenses, are unauthorized purchases, and will require reimbursement

Flights:

  • Indicate to and from locations without abbreviations

Car Insurance:

  • Do not purchase car insurance
  • The driver must complete the Risk Management Driving Approval form before renting a car or driving on behalf of the University for business travel

Furniture:

  • Anything over $250 will require pre-approval via email from Planning Operations and Construction (POC) and include written authorization in the report’s attachments

All Invoices and Receipts Must Be Itemized:

  • Required information:
    • Items purchased
    • Billing address
    • Shipping address
    • Taxes
    • Vendor name
    • Date of purchase

Missing Receipt $35 or Under:

  • Place a missing receipt insert (in PDF format) with the attachments. Include the who, where, why, and what

Missing Receipt Over $35:

  • If an itemized receipt is missing for an amount over $35, contact the merchant first
  • If an itemized receipt is not available, CFO approval is required and must be included with your substantiation attachments

Shipping Information:

  • Anything other than a Pepperdine campus will require additional information (such as a remote employee, expedited shipping for event timing, etc.)

AirBnB:

  • AirBnB and similar services are unauthorized and will require CFO approval

Ground Transportation:

Dividing of Expenses:

  • Dividing of expenses, or split charges, are an unauthorized credit card use, and will require CFO approval
  • Dividing an expense into separate transactions on one or more credit cards to work around the single transaction limit is unauthorized / inappropriate use of the University Credit Card
  • Click here to go to Dividing of Expenses

Accidental use of the University Credit Card:

  • Accidental use of a University Credit Card is unauthorized
  • To reimburse the University, use the Cashier’s Deposit slip. A copy of the Cashier’s receipt must be included in the attachment in place of the transaction. 

Place receipts in order:

  • Place receipts in order of the transactions when preparing your substantiation and submit as a PDF file
     

                        Helpful Links to Bookmark


 University Finance Policy (4.1)                               Finance Resource Page

General University Credit Card information            SIgn up for Reconciliation and Substantiation Training

Credit Card FAQ                                                      Monthly Billing Cycles and Reallocation Dates

Credit Card Reports                                                US Bank: 800-344-5696