Policy 6.9 - Credit Card Policy

Date: January 12, 2026

Supersedes:
October 17, 2022, Resolution #22-127

Purpose

The purpose of this policy is to communicate eligibility, usage and payment of expenditure requirements for the SUNY Schenectady County Community College (SUNY Schenectady) credit card.

Policies

  1. SUNY Schenectady will issue a credit card to a limited number of full-time employees for job-related expenses.
  2. Employees shall use their College issued credit cards to charge business-related expenses. Employees must follow the purchasing policy when incurring expenses on their College issued credit card.
  3. Personal purchases are strictly prohibited.
  4. No alcoholic beverages may be purchased with the College issued credit card unless approved by the Treasurer for special events.
  5. Employees may NOT take cash advances on their College issued credit card.
  6. The employee is responsible for all charges made to their card. The employee will be held liable for unauthorized items appearing on the credit card statement.
  7. Cardholders are required to sign the “cardholder agreement” indicating they accept these terms. Individuals who do not adhere to these policies and procedures risk revocation of their credit card privileges and/or disciplinary action.

Procedures

  1. The Treasurer is responsible for authorizing the use of College credit cards and assigning the credit limit. The Controller is responsible for obtaining said credit cards.
  2. Upon receiving a College credit card, the employee shall call the number listed on the face of the credit card to activate the card and sign the back of the card.
  3. Before any purchase is made, the employee should verify that the funds are available in their budget to cover the expense.
  4. The employee must obtain a receipt for any credit card purchase and include a brief description if one is not available. If the receipt is for a meal, the receipt should include the names of the parties present for the meal.
  5. The receipt should be saved and presented with the requisition to pay the entire month’s statement. The requisition for credit card statement should include all account numbers necessary to accurately allocate the credit card expenses.
  6. The employee must notify the Controller immediately in the event that the card is lost or stolen.
  7. If an employee uses a College credit card for personal purchases in violation of this policy, the cost of such purchase(s) will be considered an advance of future wages payable to said employee, and will be recovered in full from the employee’s next paycheck(s) until the wage advance is paid in full.
  8. All credit card statement payments are approved by the Treasurer as they are paid. The College credit card is the property of SUNY Schenectady.
  9. An employee leaving the employment of SUNY Schenectady must surrender the credit card to the Controller who will then cancel the employee’s credit card.