1910 Liacouras Walk
Suite 202
Philadelphia, PA 19122
phone 215-204-3140
fax 215-204-3145
email ddollars@temple.edu
web http://diamonddollars.temple.edu
Diamond Dollars Departmental Policies and Procedures
AUTHORIZED APPROVAL
All applications for a DD Departmental account must be authorized by the appropriate Dean or Budget Unit Head
and the cardholder is required to be at an appropriate administrative grade level. The authorizing individual must
have signature authorization for the FOAPAL being charged and a higher signature level than the cardholder.
Applications for cards to be used in association with a Grant Account will not be accepted. Replenishment of funds
will be processed through a Diamond Dollars Request Form in TUmarketplace and will proceed through the normal
approval process.
CARDHOLDER RESPONSIBILITIES
The cardholder is responsible for ALL CHARGES made on the card. The card cannot be used for personal
purchases and doing so will result in revocation of the card and possible disciplinary action. A Cardholder who
makes unauthorized purchases may be liable for the total dollar amount of such unauthorized purchases.
Cardholder must save all receipts, indicating what each purchase was for and place the date and initials. At months
end, each receipt should be matched to the statement provided by the Diamond Dollars Office.
The convenience of the Diamond Dollars departmental account does not diminish your responsibility for good fiscal
management. It is important to understand that having this account requires the card user to abide by all University
policies and procedures including the Travel and Personal Expense Reimbursement, Business and Entertainment
Expense policy and the Petty Cash Policy. According to University policy, business meals are allowable if the meal
is directly related to University business. Payment must be supported by a description of the business activity and
the names of the attendees.
Accounts Payable will be routinely auditing your Diamond Dollars departmental account and may reach out to you
to question significant or questionable expenditures. Please be sure that you are keeping appropriate records and
supporting documentation for all purchases.
Purchases made at local stores accepting the Diamond Dollars card should not include sales tax. Temple is a tax
exempt organization and you should let them know that your purchases are on the university’s behalf.
CARD SECURITY
It is the Cardholder’s responsibility to safeguard the card and associated ID number to the same extent as their own
TUid card and Diamond Dollar account. The Cardholder should not allow any other individual to use the card or
associated account number.
DEPARTMENTAL RESPONSIBILITIES
Monthly Statements – Each Cardholder that has activity in any given month will receive a monthly statement of
purchases from the Diamond Dollars Office. It is a requirement that the approving manager or Budget Unit Head
designated as the approver examine all transactions, sign the approval line and return the statement to the Diamond
Dollars Office by the 10th of each month.
Cardholder Separation – Prior to separation from either the department or Temple University, the Cardholder shall
surrender the Diamond Dollar Departmental Card and the current month’s supporting documentation to his/her
approving manager. The manager will make the determination to either reassign the card or close out the card. In
either case, the manager must notify the Diamond Dollars Office (1-3140 or ddollars@temple.edu) of the change.
Cardholder Absence – Should the Cardholder be unable to approve his/her monthly statement due to an extended
leave of absence or for another extended period of time, it is the responsibility of the Cardholder’s approving
manager or budget Unit Head to complete the monthly recordkeeping. The statement is to be returned to the
Diamond Dollars Office by the 10th of each month.
Manager Approver Change – Upon change of budget unit head, the Diamond Dollars Office must be notified and a
new Cardholder Agreement signed for both the cardholder and the Budget Unit Head. It is the responsibility of the
cardholder to make sure this is completed.
DINING SERVICES
When using the card for dining services, it is important to note that all university or grant funds being used for this
purpose should use the university dining partner – Sodexo Food Services. If this is not feasible, you must first
obtain an exception from the Office of the Associate Vice-President for Business Services. To ensure compliance
with university policies regarding catering or dining services please visit:
http://www.temple.edu/controller/travel/CateringPolicy.html
Revised June 5, 2013
2