Process Flow for University Credit Cards

Managers/Department Heads determine if an employee should receive a University credit card. A completed credit card request form is emailed to Sue Bryant or Lori Oliver along with the manager/department head approval to issue the credit card.

The credit card will arrive in the Business Office within 7 to 10 days from the date the card is ordered. An email will be sent to the cardholder letting them know the card has arrived and requesting the cardholder to visit the Business Office for the card and to sign the University Credit Card Use Agreement.

Cardholders are responsible to ensure that all transactions have an itemized receipt scanned and attached to the transaction in PNC. The receipt should display the vendor name, items purchased, date of charge and amount charged to the card.

Ownership of a University PNC credit card is a privilege that can be revoked if the cardholder fails to follow the stipulations identified in the Credit Card Usage Agreement

Each statement period ends on the last day of the month. Cardholders who have transactions ready for coding and receipts to be attached will begin receiving coding reminders via email beginning the last day of the statement period until the 8th day of the new month. Cardholder coding is due on the 8th day of the month following the close of the statement period. Click here for Cardholder Steps to Code Transactions.

Approver who have cardholders that have coded their transactions and attached receipts for that statement period, will receive approval reminders via email to approve by the 13th of each new month following the cardholders coding deadline. Click here for Approver Steps to Approve Transactions.

After all transactions have been coded and approved, the Business Office will post the transactions to My Accounts on the 18th of the month for the previous statement period.