APSU's Corporate Card Services

The Corporate Card Program provides employees with a convenient means to make business purchases and simultaneously reduce the costs associated with initiating and paying for those purchases. Use of the Corporate Card for small dollar purchases of less than $5,000 consolidates paperwork and helps facilitate vendor payment. US Bank issues the Corporate cards.

• Allowable and Non‐Allowable Purchases
• Cardholder Training - Card Holders and Approvers (PowerPoint)
• Cardholder Training - Card Holders and Approvers (Video)
• Corporate Card Due Dates
• Corporate Card Manual
• Employee Responsibilities
• Lost Receipt/Invoice Affidavit
• Request a Corporate Card

Highlighted important information:

• Procurement Services is responsible for managing the Corporate Card Program. For assistance, contact the Corporate Card Administrator at 931-221-7573.
• Cardholders are responsible for utilizing sound business decisions in making small-dollar purchases for University use, checking all transactions against supporting documentation to verify accuracy, legitimacy, and safeguarding the corporate card and the associated account number in a secure location at all times.
• Cardholders are responsible for verifying that all charges against the cardholder's account are substantiated by supporting documentation, allocating costs to department FOAP/account codes, and retaining documentation within departmental records for audit purposes.
• Card approvers are responsible for the final independent review and approval of Corporate Card statements, receipts, supporting documentation, and allocation codes.
• All purchases made with the purchasing card must be for official University business per University policies and procedures and cannot be used for personal purchases.
• The Corporate Card is prohibited if the purchase requires a signed contract or agreement (See APSU Policy 4:013) and must follow the contract process via Govs e-Shop.
• The University limits the use of the Corporate Card with out-of-country vendors.
• Charges are accumulated and transmitted to Banner monthly.
  
• If the Corporate Card is lost, stolen, or damaged, the cardholder must notify US Bank immediately at 800-344-5696. Then, inform the Card Administrator as soon as possible by calling 931-221-7573 or emailing waltonp@apsu.edu.
• All documentation on Corporate Card transactions shall be available for review and audit by Procurement Services, Internal Audit, State/Federal Audit, and Legal Counsel.

• Audits are conducted to:

  • Confirm internal controls
  • Ensure that Corporate Cards are being used appropriately
  • Safeguard the University against loss and unauthorized use
• A cardholder who makes an unauthorized purchase or inappropriately uses the purchasing card will be subject to disciplinary action, including possible termination of employment at the University and criminal prosecution.