Business Office – Use of STC Credit Cards
AA Round Up
Wednesday June 25, 2008
Table of Contents
STC Credit Card General Guidelines
 Fraudulent use of cards
 Lost or stolen cards
 Allowable/Non-allowable Business
related expenditures
 STC credit cards

HEB, Wal-Mart, Office Depot, Hobby
Lobby
 Exxon

General AP Guidelines for
using STC credit cards
1. Not to be used for personal purposes. Must be business related
(see explanation of Fraudulent Use – next slide)
2. Expense must be allowable (Alert Notice 2005-18)
3. Review credit card receipts for discrepancies or taxes charged prior
to leaving vendor establishment
4. Turn in original credit card receipts to Accounts Payable with
Financial Manager signature approval within 3 working days (keep
copy for your records)
5. Keep secure and confidential
6. Do not transmit through campus mail.
7. Restrict access to appropriate and authorized personnel
8. Require all personnel involved in credit card handling to attend
training at least annually.
Fraudulent Use of the STC
credit cards not allowed
The term “fraudulent use” means the use of the
credit card with a deliberately planned purpose
and intent to deceive and gain a wrongful
advantage for oneself or anyone else. The
following actions will be taken:
Removal of cardholder’s purchasing authority and
card privileges
 Mandate employee reimbursement to the
College
 Formal disciplinary action which may result in
termination of employment

Lost or stolen cards


HEB Grocery, WalMart, Hobby Lobby and Office Depot
 Report the incident to Purchasing to prevent
unauthorized usage
Exxon Card
 Report the incident to the Business Office to prevent
unauthorized usage
Do not hesitate to contact Purchasing or the Business
office-unauthorized usage of card might be charged to
the department who last had the card, if the incident is
not reported timely.
Allowable/Non Allowable Business
Related Expenditures

A “business related expenditure” is generally accepted to
mean an expenditure that is directly related to the
operation of a functional area (i.e., instruction, student
services, support services, etc.) in the fulfillment of its
stated mission or objective as part of the College (i.e.,
program, department, administrative area, etc.). The term
reasonable is defined to mean an amount that a prudent
business person would expend to obtain that particular
good or service on behalf of a public agency. This also
infers that the good or service has been acquired under a
competitive procurement process, when applicable. (see
Alert Notice 2005-18)
STC Credit cards

Exxon (gas card)


Gas cards are available for car rentals and for fuel
and maintenance of STC owned vehicles only. The
gas credit cards may not be used when travel is in a
personal vehicle.
In no case should the gas card be used to purchase
food, snacks, souvenirs, etc. In the event that the
cards are used for non-approved purchases, the
driver of the vehicle is responsible for the cost of the
purchase.
Summary: STC credit cards payment process
(HEB, Wal Mart, Office Depot, Hobby Lobby)


Department Employee responsibility
 Review invoice before leaving vendor for accuracy and no sales
taxes charged
 Turn in original invoice to AA as soon as they return from vendor
 Inform AA if purchase will be for larger amount than usual
Financial Manager/Administrative Assistant responsibility






Review open purchase orders, verify with department employees if they have
any outstanding invoices to turn in
Review vendor invoice for purchases that might be questioned by AP
(invoices that have just item numbers, no description will be questioned)
Ask FM to approve invoice within 3 business days of purchase date
Turn in original approved invoice to AP within 3 business days of purchase
Should there be discrepancies or items to be returned, please forward a copy
of the invoice to AP with notes
Please keep AP informed of all problem invoices, and any large purchases
Summary: STC credit cards issuance
process-car rental (Exxon – gas card)



Department Employee responsibility

Bring copy of car rental purchase order when requesting gas card

Upon return from trip, Employee will bring completed Gas card log, original invoice
and gas card back to Business office
Business Office Employee responsibility

Have sign out log filled out completely by department employee

Will not hand out gas card without viewing a copy of the car rental purchase order,
or verifying purchase order number

Upon return – will take original invoice, make 2 copies, and give one copy to
department employee with an IDT
Financial Manager/Administrative Assistant responsibility

Review car rental purchase orders and ask department employees for paperwork
from Business Office

Complete IDT, have Financial Manager approve and forward all paperwork to
Business Office (General Accounting) within one week of car rental

Review monthly gas card statement (forwarded by Business Office), reconcile
transactions on gas card statement to your records, for accuracy and have
Financial Manager approve purchases

Return monthly approved gas card statement to Business office for filing in vendor
statement before 10th day of the month following purchase

Be aware that failure to submit the reconciled and approved gas card statement
and IDT to the Business Office will result in automatic, temporary removal of credit
card privileges.
Summary: STC credit cards issuance processSTC Owned vehicle – card maintained at
Business Office (Exxon – gas card)



Department Employee responsibility

Will inform Business Office employee whether needs card for gas only or oil
change

Maintain vehicle gas card log accuracy (if log located in vehicle)

Will bring vehicle identification as well as odometer readings, gas card and original
invoice to Business office as soon as fill up or services are complete

Will take IDT form and copy of invoice to Administrative Assistant
Financial Manager/Administrative Assistant Responsibility

Complete IDT and have Financial Manager review transactions, match to invoices
and approve within 3 business days of purchase

Review monthly gas card statement, reconcile transactions with invoices and gas
card log and have Financial Manager approve expenditures and return to the
business office for the vendor file.

Be aware that failure to submit the approved gas card statement and IDT will result
in automatic, temporary removal of gas card privileges.
Business Office employee responsibility

Makes sure that department employee completes Gas card log (BO-7100)

Makes 2 copies of original gas ticket and returns one copy to department
employee along with IDT form

AP will send copy of gas card statement monthly to departments who purchased
gas or services for review and approval
STC use of all credit cards

Financial Manager responsibility:


HEB, Wal Mart, Office Depot, Hobby Lobby – review
all receipts to ensure that the charges incurred were
authorized, appropriate, and legitimate expenses in
accordance with College policy and procedures.
Exxon – Gas Cards – On a monthly basis, the
Business Office will forward copies of the credit card
detail usage statements. It is the Financial Manager’s
responsibility to ensure that the charges incurred
were authorized, appropriate, and legitimate
expenses in accordance with College policy and
procedures.