Corporate Credit Card Roles and Responsibilities

Corporate Credit Card Administrator

  • The Accounts Payable Director oversees the program, establishes rules, issues guidelines, and provides reports and statistics to stakeholders.
  • The Accounts Payable Business Operations Manager manages the program on a day-to-day basis and assists Cardholders with problem resolution.
  • The Credit Card Team is responsible for monitoring the effectiveness of the Purchasing Card Program and user compliance with the procedures as outlined in the Policy and Procedures guide.
  • Accounts Payable will initiate the monthly electronic payment to JP Morgan Chase.

Business Unit Approvers (VP, Deans, CBOs and Directors)

Business Unit Approvers are responsible for overseeing the Corporate Credit Cards in their department, division, or college. They should make sure that Cardholders are employees that can be trusted to spend department funds and that the Cardholder is the appropriate individual responsible for making purchases on behalf of their departments or areas. They should also ensure the Approvers assigned to a Cardholder are not subordinates.

Corporate Credit Cardholders

The Corporate Credit Cardholder accepts the responsibility for the protection and proper use of the corporate credit card. In addition, their responsibilities include:

  • Completing a Cardholder Application, including a Cardholder Agreement to acknowledge their responsibilities associated with using a Corporate Credit Card.
  • Participating in University Corporate Credit Card training for Cardholders.
  • Following all Emory Travel Guidelines while ensuring travel arrangements are in accordance with university guidelines and State regulations to meet their departmental travel needs.
  • Processing expense reports or for coordinating such processing with a proxy.
  • Providing the original documentation for each purchase (as required by policy) to their Approvers in a timely manner to meet monthly deadlines.
  • Reviewing their monthly statements to ensure that all transactions listed are valid and making sure that their transactions are reconciled and approved within program guidelines.
  • Paying for personal expenses incurred on the Corporate Credit Card directly to J.P. Morgan Chase. (Note: using the Corporate Credit Card for personal use is strictly prohibited. If it was used in error, the cardholder is responsible for reimbursement of those transactions.)
  • Ensuring the physical security of the card, protecting the account number and not sharing the card/card number with other employees.
  • Identifying disputed items and contacting the merchant directly to resolve disputes and filing a formal dispute within five (5) days of the billing Statement.
  • Reporting lost/stolen or compromised cards immediately to Accounts Payable, the Cardholder's approving official, and JP Morgan Chase.

Proxies

  • Assumes all responsibilities of a Cardholder.
  • May not use the Corporate Credit Card for which one is the designated delegate.

Corporate Credit Card Approvers

An authorized approver is responsible for reviewing and authorizing all the Cardholder's charges. A Cardholder may not approve the reimbursement of their credit card expenses. In addition, an employee cannot approve the corporate credit card expenses of an individual to whom they report to either directly or indirectly. Approvers are responsible for:

  • Reviewing the Corporate Credit Card Policy to understand the program and their role in the program.
  • Participating in University Card training for Cardholder approvers.
  • Reviewing the Cardholder's purchases to ensure they are reasonable and reimbursable as defined by university policy.
  • Authorizing or denying the Cardholder's submitted expense reports within two (2) business days of submission.
  • Tracking disputed items to ensure proper credit is received.
  • Requesting Accounts Payable to report or investigate potential card misuse

Cardholders' Managers

The Cardholder's manager, whether they are the authorized approver, is ultimately responsible for the Cardholder's use and reporting requirements.

  • Reviewing the Corporate Credit Card Policy to understand the program and their role in the program.
  • Notifying the Corporate Credit Card Administrator of any changes in the Cardholder's status, including name change, termination, transfer to another division/department or change in assignment with the University.
  • Requesting Accounts Payable to report or investigate potential card misuse.
  • Assisting with Corporate Card audits or investigations