Calvin College
PNC Visa Corporate Card Request & Usage Agreement
Name:
Calvin ID Number:
Title:
Department:
Department Account Number:
Email Address:
Phone Extension:
Proxy Access Needed:
Yes
No
Proxy Name:
This corporate credit card is to be used for authorized and budgeted college-related activities and
expenditures.
Your participation in the PNC Visa Corporate Card Program is a convenience that carries responsibilities.
Although the card is issued in your name, it should be considered college property and should be used with
good judgment.
1. The PNC BANK CORPORATE CARD is provided to employees based on their need to purchase businessrelated goods and services. A card may be revoked at any time based on change of assignment or
location. The card is not an entitlement, nor does it reflect title or position.
2. The card is for business-related purchases only; personal charges are not to be made to the card.
3. The authorized cardholder, as signed below, is the only person entitled to use the card and is
responsible for all charges made to the card.
4. Improper use of the card can be considered misappropriation of company funds, which may result in
disciplinary action, up to and including termination.
5. Cardholders are expected to comply with internal control procedures in order to protect company
assets. This includes keeping receipts, reconciling Visa monthly statements, and following proper card
security measures.
6. Cardholders are responsible for reconciling their Visa monthly statement and resolving any
discrepancies by contacting the supplier first and then the bank. Monthly statements are to be turned
in to FSO within 7 days of the receipt of the statement.
7. If the cardholder’s monthly statement is not returned on time, their expenses will be charged to their
departmental credit card holding account. A reminder letter will be sent to individuals who have
outstanding statements older than 30 days. If the completed statement is still not returned to
Accounts Payable after a reminder has been sent, a copy will be forwarded to the divisional Vice
President for review. If three statements are tardy during the fiscal year, the card may be terminated
at the discretion of the Vice President for Administration and Finance.
8. A lost or stolen card should be reported immediately by telephone to PNC Bank Customer Service at
1(800) 685-4039.
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9. A cardholder must surrender the card upon termination of employment (i.e. retirement or
voluntary/involuntary termination). At this point, no further use of the account is authorized.
As a cardholder, I accept responsibility for the proper use of this PNC Visa corporate card. I have read this
usage agreement and agree to comply with the guidelines set forth in it. I have also read the guidelines for
college expenditures and travel policy found on the Calvin College Financial Services Office website. I also
agree to:
•
•
•
•
Seek answers to expenditure questions prior to incurring the expense if unclear on how to apply the
policy principles,
Use College issued credit cards as directed by this policy,
Request reimbursement only for expenses allowed by policy, and
Repay unauthorized expenses through payroll deduction or other acceptable means of repayment.
Cardholder Signature
Date
Cardholder Printed Name
As supervisor, I recommend and accept supervisory and budgetary responsibility for card usage by this
cardholder. I recommend issuance of this card for the following reasons: _________________________
____________________________________________________________________________________
____________________________________________________________________________________
Supervisor Signature
Date
Vice President/Provost Signature
Date
For Accounts Payable use
Program Administrator Signature
Date
Program Administrator Printed Name
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