Emory Corporate Credit Card

The University utilizes a VISA card platform and has selected JP Morgan Chase to provide Credit Card Management Services.

Corporate Liability

Corporate Liability is defined as follows:

• The University is liable for all charges made by university employees.
• The University is not liable for charges made by a terminated employee once notice of termination is provided to JPMC.
• The University is not liable for charges made with the T&E Card resulting from card theft or other fraudulent use by third parties not employed by the University.

Cardholder Liability

The Corporate Credit Card does not affect the Cardholder's personal credit history; however, it is the Cardholder's responsibility to ensure the card is used only to make purchases at the request of, and for the legitimate business benefit of, Emory University.

The Corporate Credit Card must be used in agreement with policies and procedures established by Emory University for appropriate travel and business meeting/event transactions. Violations of these requirements may result in revocation of the Corporate Credit Card privileges and/or disciplinary action, up to and including termination of employment. Employees who are found to have inappropriately used their Corporate Credit Card will be required to reimburse Emory University for all costs associated with such improper use.

Benefits to the Cardholder

• Reduces the employee's financial burden by minimizing out-of-pocket expenses.
• Lessens the need for cash advances.
• Integrates directly with Compass which reduces data entry.
• Does not affect the Cardholder's personal credit history.
• Provides convenience, security, and flexibility to pay for allowable expenses.

Benefits to Emory University

• Increased visibility to spend data which will support future negotiations with travel suppliers to secure lower prices and enhanced services.
• Significantly reduces the likelihood of expense fraud.
• Reduces the administrative burden of employee reimbursements.

Review the questions noted below to see if you are eligible to receive a corporate credit card. If you can answer "yes" to these questions, then you can apply for a corporate credit card.

• Are you an active, permanent Emory University employee in good standing and paid on the University payroll?
• Do you have an appropriate business reason (e.g., Emory travel, local business meals, etc.) to use the Emory Corporate Credit Card?
• Has your School and/or Chief Business Officer approved your issuance of an Emory Corporate Credit Card?
• Will you agree to comply with the requirements outlined in the Corporate Credit Card Policy?
  Click here to review Emory's Corporate Credit Card Policy
• Will you agree to only use the Emory Corporate Credit Card for appropriate and allowable Emory travel and business purposes?

Yes! I am eligible. What is the next step?

See the "Apply for a Corporate Credit Card" section below to begin the application process.

To request a Corporate Credit Card, complete the following steps:

1. Complete the Emory Corporate Card Terms and Agreement Form
   
   Emory Corporate Card Terms and Conditions Agreement Form
2. Step 2. Complete the J.P, Morgan Credit Card Application Form
   
   J.P. Morgan Credit Card Application Form
3. Step 3. Congrats! Your card is on its way!

The Corporate Credit Card will be mailed to the Cardholder's address noted on the Corporate Credit Card Application form. It will take approximately 3-5 business days for the card to arrive.

The proper name of the employee will be embossed on the Corporate Credit Card. Although the card lists the employee's name, the card is issued to, and owned by, Emory University.

You are responsible for the security of the Corporate Credit Card.

• You should keep the Corporate Credit Card in a secure location (e.g., locked drawer).
• You should monitor transactions on your monthly statement and dispute transactions (within 60 days from statement date) that are not legitimate or authorized.
• You should not share the card number by email or store in your profile with web merchants.
• You should not transfer, assign to, or have anyone else use your Corporate Credit Card.
• You should immediately report a lost or stolen card:

To report a lost or stolen card:

• Immediately call: J.P. Morgan Chase
  • U.S./ Canada Toll Free: 1-800-316-6056
  • Outside U.S.: 847-488-3748
• Send an email to the Emory University Credit Card Administrator (AP): credit.cards@emory.edu. The Corporate Credit Card Administrator can also close your credit card to avoid fraudulent use.
  • Note: You may be required to complete an affidavit for any fraudulent charges.
• Upon leaving employment with Emory University, contact AP to close your card and then shred your card.

All Emory Corporate Credit Cards have a standard monthly credit limit of $6,500.

Changes to the Corporate Credit Card limits may be requested from a Cardholder by completing the Credit Card Maintenance Form. Credit limit changes can be either temporary or permanent, based on the business's need. Increases that change the credit limit require the approval of the Director of Accounts Payable and the Chief Business Officer.

Reimbursable Items

Travel-Related Purchases

• Air, rail, bus, taxi, Lyft, Uber, and shuttle transportation
• Business Meals and Entertainment Expenses
• Car and van reservations and gasoline for rental vehicles
• Conference Registration Fees
• Hotel deposits and reservations, including those for employees, groups, or University guests
• Incidentals, including phone calls, faxes, hotel parking and internet connections
• Venues for events, such as hotels and other facilities

Non-Reimbursable Items

Personal Expenses

• Airline lounge passes/club memberships
• Airport Security Programs
• Annual fees for personal credit cards
• Any clothing or personal apparel purchased or rented
• Barber, Toiletry, or clothing items
• Expenses related to vacation or personal days taken before, during, or after a business trip
• Health club, exercise room fees, spas, saunas, massages
• Insurance for personal care
• Insurance for rental car during personal use (i.e., extended a business trip for leisure)
• Items confiscated from airport security
• Laundry charges (for trips less than five days)
• Movies (In-flight or In-room)
• Medical care while traveling
• Personal Gifts
• Personal Property Insurance
• Personal Reading Materials (e.g., magazines, newspapers)
• Personal Telephone calls (non-cell phone) in excess of reasonable calls home
• Shoeshines

Personal Negligence

• Airline change fees resulting from personal negligence or personal change reason
• Corporate credit card delinquency fees or finance charges
• Loss of theft of airline tickets (loss or theft of electronic airline tickets due to hacking is permissible)
• Loss or theft of personal funds or property
• "No-Show" charges for hotels or rental cars
• Parking tickets, traffic violations, or personal auto repairs

Fines or Fees

• Parking tickets, traffic violations, or personal auto repairs
• Traffic tickets, towing, booting, and fitness fees
• Traveler's check fees

Personal Property Expenses

• Items confiscated by airport security
• Lost baggage
• Loss or theft of airline tickets
• Loss or theft of personal funds or property

Entertainment and Recreational Expenses

• Alcoholic beverages purchased in a non-business capacity
• Club memberships for business or pleasure
• Golf fees/ski lift tickets, etc.
• Sporting events

Cardholders must understand and comply with applicable sales tax rules. It is the Cardholder's responsibility to ensure taxes are removed from eligible purchases when possible.

When using the Corporate Credit Card, the Cardholder should inform the vendor that the purchase is for official use of Emory University, and therefore, may not be subject to state or local tax. If a seller, or vendor, does not have the information on file, you can find the Letter of Authorization available online at Sales and Use Tax.

Purchases made in Georgia

Most purchases made by Emory are exempt from sales and use tax. For the transaction to be exempt, the property must be for use within the confines of our exempt purposes, primarily education and research. The Georgia Department of Revenue maintains that the purchase of food and beverages, including catering, (refreshments during a business meeting, or lunch during a conference, for example) does not further a university's exempt mission, even though the meeting or conference itself does so. The purchase of flowers, as well, is considered outside of the exemption, although it may foster goodwill or facilitate fundraising. As such, Emory will pay sales tax on all purchases of these (and similar) items. The University is not exempt from the Occupancy (Room) Tax levied by hotels, motels, and inns. Goods and services purchased from out-of-state vendors for delivery and use in Georgia are not subject to sales or use tax when they are used in the conduct of the University's exempt framework.

Purchases made in other State

Emory has been approved for exemption from sales tax in a number of other states. These exemption certificates (and/or other requirements) are available at Emory's Finance Division's Website. Each state has varying laws regarding what items they exempt from the imposition of state taxes. Where a state tax exemption exists, it covers the purchase of tangible personal property used for university business.

Emory personnel are exempt from sales tax on purchases made while traveling in these states on university-related business. We suggest you take a copy of the documentation with you and request the exemption at the time of payment. If you will be traveling and intend to make purchases in a state that is not included in the list on the website, contact the Office of the Controller to determine if an exemption may be obtained. Note that some states do not exempt non-profit organizations from any of the state taxes imposed.

It is the Cardholder's responsibility to authenticate the validity of the charges incurred. Transactions for review and approval are in your Wallet in Compass' Travel and Expense Center.

• Validate all charges on the Corporate Credit Card
  • Review all charges made with your corporate credit card are accurate and that the statement balance is paid in full by the due date
• Dispute any transaction that is not valid with the vendor
• Obtain all receipts required for expense report reimbursement requirements
• Submit expense reports for all corporate credit card transactions by the following deadlines:
  • Please refer to the job aid "How do I create an expense report"
  • Travel-related expenses should be submitted 10 days from the completed travel date.
  • Pre-trip travel expenses (airfare, conference registrations, etc.) should be submitted in a timely manner to meet the billing statement deadline.
  • Other expenses should be submitted by the end of the statement billing period.
• Provide all necessary information to the proxies to enable the completion of the expense report, if applicable
• Monitor your submitted expense report to ensure it is approved timely
  • If approvals are not made timely, contact the approver directly to remind them that approval is needed.
  • If no action is taken, contact the CBO, Cardholder's Manager and/or Accounts Payable for assistance.
• Pay any late fees or personal expenses incurred on the Corporate Credit Card directly to J.P. Morgan
  • Payments to J.P. Morgan can be made by:
  • Phone: Call 800-316-6056. You will need your checking account information to make payment.
  •  Online:
    • Log into JPMC's PaymentNet portal
    • Navigate to My Profile/Bank Information.
    • Enter your banking information and Save.
    • Then navigate to Payments/Create.
• Check/Money Order:
  • The payment remittance stub from the statement should be included with the payment.
  • Mail payment to:
    • J.P. Morgan Chase
    • P.O. Box 4475
    • Carol Stream, IL 60197-4475

If the Corporate Credit Card purchase is declined for a reason unclear to the Cardholder, JP Morgan Chase can be contacted for clarification by calling the Customer Service number on the back of the card.

Common reasons for declined transactions include the following:

• The merchant has an incorrect Corporate Credit Card expiration date
• The Corporate Credit Card's specified allowable spending limit is exceeded

Follow the steps noted below if you have received an incorrect or defective item:

• Notify the supplier that you received an incorrect/defective item.
• Follow the supplier's return policy, which is normally found on their website.
• Request that the supplier process a credit against the original purchase or have them send a new item.
• Ensure that either the credit has been processed or that you have received your desired item.

Information about Fraud, Transaction Disputes, Employee Misuse

When the Corporate Credit Card is used, the Cardholder is billed directly by JP Morgan Chase and the funds are committed by Emory to pay for those transactions. Emory pays JP Morgan Chase daily for all Corporate Credit Card transactions that are approved.

Emory University has a fiduciary responsibility to ensure that its resources are used prudently and that expenses incurred on behalf of the University are authorized, appropriate and compliant with Emory policy. These expenses must be recorded in the proper fiscal year/period. Failure to do so results in the misstatement of the University's reported financial results and its failure to follow GAAP - Generally Accepted Accounting Principles.

Emory, to maintain its standing with the IRS and audit requirements, reserves the right to audit all Corporate Credit Card transactions and/or request further information when needed to ensure compliance.

Renewal Process

The Corporate Credit Card will expire on the date embossed on the card's face and will be automatically renewed.

Approximately four weeks prior to the expiration date, a renewed credit card will be sent by J.P. Morgan to the cardholder's address as noted on the cardholder's Credit Card Application.

There are situations in which a credit card may not be automatically renewed:

• The credit card has not had any transaction activity for 18 consecutive months
• The University has found improper use of the credit card
• Timely reconciliation of the credit card transactions has not occurred

If an employee's Credit Card was not automatically reissued and the employee would like to continue as a cardholder, please email credit.cards@emory.edu.

Suspend Corporate Credit Card

Corporate Credit Card will be suspended by Accounts Payable due to the reasons below. A suspended Corporate Credit Card can be reactivated, using the same number.

• The Cardholder is on extended leave*
• Misuse of the Corporate Credit Card is under investigation by the University
• The Cardholder has used the Corporate Credit Card for personal purchases

*Note that the Cardholders on extended University leave, such as a sabbatical or family leave, should notify the Corporate Credit Card Administrator so the card can be put on temporary hold.

Close Corporate Credit Card

The Corporate Credit Card will be closed by Accounts Payable on the date the employee separates from the University or upon misuse. The employee should shred their card.