Accidental Personal Charges

Card Use Appropriateness

Cardholders may only use the Credit Card for University business transactions. Personal transactions are not permitted. The Credit Card may be used for  goods, services and travel/event-related purchases based on the type of card requested.

As outlined in the policy, cardholders should avoid putting personal charges on your procurement card. These cards are not for your personal use and abuse of a university procurement card can result termination of card privileges and/or other disciplinary action.  Please be mindful of card being used for personal expenses, as excessive oversight can lead to card being revoked. 

In the event that you charge a personal item to your pro-card accidentally, you are responsible for reimbursing the University immediately. Once you have identified a personal expense notify the Budget Office at lawbudget@syr.edu as soon as possible. The Budget Office will direct you as to next steps which may include:

1. Issue a personal check made out to Syracuse University as reimbursement to the University.
2. Complete a deposit slip and reference details of the transaction (JPMC report #, date of transaction, amount, and justification such as charged in error).
   1. Email a copy of the deposit slip and check to lawbudget@syr.edu. Budget will review for accuracy, and this will save a step of having to update if incorrect.
3. Drop off the check and completed deposit slip to staff in the College of Law Budget office to submit to Cash Operations for processing. 
4. Cardholder should upload the deposit slip & check as a receipt to include with your reconciliation pdf receipts/documents.
   1. Sample deposit slip explanation (fill in relevant information):

Personal expense charged in error. See JPMC <month year> report # 0088xxxxxx expense dated mm/dd/yy. Deposit slip attached to reimburse $ #.

The credit card statement should not get submitted until this is uploaded as an attachment. 

The chartstring on the deposit must line up with the chartstring submitted on the expense line. 

If you submit a credit card reconciliation and Disbursements reaches out as the expense is unallowable, please follow steps 1-3 as outlined above. The Disbursements auditor will then provide next steps, such as forwarding the deposit slip to them and they will upload as an attachment.