GONZAGA UNIVERSITY
Corporate Credit Cards
Cardholder Information
5/7/2012
This document is intended to provide cardholders with information about a) Gonzaga University’s Credit
Card Policies, some of which is within the University’s Travel Policy, and can be found online at
www.gonzaga.edu/Campus-Resources/Offices-and-Services-A-Z/Finance-Office/Policies-Procedures.asp,
b) monthly cardholder processing of credit card charges, and c) online credit card account access.
Summary of Credit Card Policies
 Allowed Transactions:
o University issued credit cards may be used for business meals and travel.
 This includes airfare, lodging, rental cars, meals, etc.
o For airfare, the University will cover the cost of one
checked bag for the departure flight and one checked
bag for the return flight.
 For local business meal/meeting expenses, provide
documentation stating the purpose of meal/meeting, date,
and people in attendance.
o In emergency situations only, University issued credit cards may be used
to purchase retail items or services, BUT these transactions require prior
approval by the Department Budget Officer.
 Disallowed Transactions:
o Cash advances are not allowed.
o Personal charges are not allowed.
o Gift Certificate/gift card purchases are not allowed.
o Payments for services/honorarium are not allowed.
o Purchases at Gonzaga Athletics or any GU emarket site are not allowed.
 Original detailed receipts must be kept with statement and retained for 7
years.
 Items subject to Use Tax must have “Use Tax” noted in the description.
o Items subject to Use Tax are sales taxable retail purchases where no tax
was paid.
 If credit card is lost or stolen, immediately notify US Bank and the Credit Card
Administrator.
 Credit card reports require both V.P. and Credit Card Supervisor (Coordinator)
signatures.
 The traveler will be charged for purchases that are not in compliance with this
policy.
 Failure to follow the University’s Travel Policy and Corporate Credit Card
Policies may result in the loss of card privileges and further disciplinary action.
 Refer to the University’s Travel Policy for additional guidelines.
If you have questions related to purchases other than business meals and travel, please visit the
Gonzaga University Purchasing webpage and click on the “Click here” link.