Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 11/1/1995

Revised: 11/12/2014

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PUR 208: Credit Cards and Store Accounts

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Purpose

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To prohibit the use of store credit cards and revolving accounts

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Source

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University policy

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Background

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The use of purchase orders and the several, small-dollar purchasing options helps suppliers to invoice the proper agency/org and object/sub-object codes. Suppliers that have provided departments with store credit cards or revolving accounts have been unable to track transactions well enough to properly invoice the correct departments and agency/orgs.

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Policy

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Departments are not authorized to use store credit cards or revolving accounts. Departments choosing to conduct business with a particular supplier over an extended period of time should obtain a Purchasing Card through Purchasing and Business Services. Departments having a specific need for a store credit card or revolving account may make their case to the vice president for finance and deputy treasurer and the chief procurement officer. If approved by both, a department may obtain such a store credit card or revolving account in the name of the department and not the university. Please note that many stores will require a personal guarantee for this type of account, as it obligates only department funds and not general university funds.

This policy does not impact the university-sponsored travel card or the university-sponsored purchasing card.

Neither does this policy impact an employee’s ability to use a personal credit card for university purchases with subsequent reimbursement, subject to the limits of PUR 304–03, “Reimbursements.”

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Cross-References

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For information on the purchasing card, see PUR 304–04, “The Purchasing Card.”

For information on employee reimbursements, see:

  1. PUR 304–03, “Reimbursements”

    and

  2. the Financial Services Policies and Procedures Manual:
    1. FIN 420–01, “Faculty and Staff Reimbursements”

      and

    2. FIN 422–02, “Student Reimbursements.”

For information on the travel card, see the Financial Services Policies and Procedures Manual—FIN 515, “University-Sponsored Travel Credit Card.”


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