University Credit Card

This overview of information that will be helpful to you or help you to find some answers or guidance when using your SU credit card. Procedures detailed herein are supplementary to those established by Syracuse University (SU) and published on the relevant University web site or other medium, including but not limited to the https://bfas.syr.edu/comptroller/purchasing/credit-card/ website and other websites outlined below.

The following links are typically sent from Purchasing to cardholders upon issuing of a procurement card and is an excellent reference for policy and procedures:

1. Policy found at https://policies.syr.edu/policies/administrative-and-financial/university-credit-card-policy/    
2. Instructions for accessing Travel & Expense Center Training Documents  https://bfas.syr.edu/comptroller/disbursements/travel-expense-center-training-documents/
3. Monthly Credit Card Statement
   1. All Monthly Reconciliation Reports with receipts attached must be submitted by the 10th of each month so that the budget office can review and approve to meet the University deadline on the 20^th.
4. Business Purpose – should be able to answer “who, what when, where and why” for all transactions.  For example:
   1. Hotel stay for Prof. Law for 5 nights while in California for the AALS Conference from 1/3-1/9/23.
   2. Taxi for Prof. Law from airport to hotel while in California for the AALS Conference from 1/3-1/9/23.
   3. Dinner for Prof. Law and Dean Boise while in California for the AALS Conference from 1/3-1/9/23.
5. Expense Type – please choose the category that is most relevant to the expense. If none of the types listed is appropriate, then you can choose miscellaneous but should then update the account code the one that is most appropriate. If you are unsure, please email lawbudget@syr.edu to ask or reference the department account code listing
6. Only the cardholder has access to reconcile and print their statement. If you want to set up a Transaction Approver please set that person up as a delegate, authorized to submit on your behalf.
   1. https://bfas.syr.edu/wp-content/uploads/2022/03/The-Authorize-Delegates-How-to-Guide.pdf 
7. Please expense all transactions and submit the final monthly report for processing by the 10^th of every month.
   1. 1. For example, the report for “JPMC August 2021” should be reconciled no later than September 10^th.
      2. Budget can review any questions (such as verifying chartstrings, etc.) by emailing lawbudget@syr.edu. Please do not wait until the deadline to ask questions if possible.
8. Merge all documents as one completed pdf packet to include:
   1. Department approval for any unique chartstring must be provided.
      1. Simply attach an email from the supervisor indicating that the packet has been approved. As previously mentioned, emails should be converted to pdf and then merged with the completed packet.
   2. All required receipts must be attached in a legible and logical order.
   3. If you have paper documents, you can utilize Microsoft Lens or scan (see attached instructions) to create a PDF of the receipt to merge with the pdf.
9. The Budget Office must send all approved Monthly Reconciliation Reports with original receipts to Disbursements by the 20th of each month. Otherwise, the statement is late and the cardholder will likely receive an email from Disbursements.

Syracuse University has entered into an agreement with JPMorgan Chase Bank, which provides qualified employees with a credit card at University expense to purchase selected goods for pickup or delivery, as well as travel and entertainment on behalf of the University.

 To better service you, we have a team of folks ready and willing to assist you with your JP Morgan-related questions. You can reach the team at JPMCSUCC@syr.edu or by calling 315.443.1957 or 315.443.2281.

Training Videos From Disbursements:

Please be sure to watch both videos, one for submitting credit card reconciliations Watch 'Credit Card Reconciliation in MySlice' | Microsoft Stream  and one for submitting expense reimbursements Watch 'Employee Reimbursement in MySlice' | Microsoft Stream.

 Please note:

Effective September 30, 2021, all Syracuse University Amazon Business purchases should be made through the new Amazon Enterprise Business Prime account, using your University credit card and business address. You will no longer be able to make purchases with your University credit card using a previously established Amazon individual business account.

https://bfas.syr.edu/comptroller/purchasing/resources/amazon-com-accounts/