Executive Employee Credit Card Policy and Procedures - Administrative Policy and Procedures

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  1. Purpose
    1. The purpose of this policy is to explain the appropriate use of bank credit cards issued to selected employees of the Davis Technical College (College).
  2. Definitions
    1. Davis Technical College Purchasing Policy and Procedures
  3. Policy
    1. The College may issue bank credit cards to selected employees to use on College business. These bank credit cards may be issued to the College President, Vice Presidents, and also other selected employees as approved by the Board from time to time.
    2. Employees should use the cards for payment of official College business travel expenses. These expenses include payment for hotels/motels, meals, and car rentals for both in-state and out-of-state travel. Use of these cards will reduce the need for cash advances and make payment of travel costs much more convenient for travelers. Employees also may use the cards for any other official College business such as books, fees, and registration for workshops or seminars.
    3. Employees should not use these cards for paying personal non-official expenses. The College will withdraw the card privilege and will take appropriate disciplinary action against any employee who misuses the card.
    4. Employees are generally encouraged to pay for other non-travel expenses through regular accounts payable procedures rather than with the bank credit card. Payment for these types of items may also be made with the bank credit card. In those cases where these types of expenses are paid for with a credit card, all documentation required in regular payable procedures and purchasing procedures will be required to be attached to the credit card receipt. Purchase order forms and check request forms, however, will not be required.
    5. When a bank credit card is used to pay for a business meal, the employee should make a notation on the receipt indicating who was in attendance and the business purpose of the meal or meeting.
    6. An employee may charge on the bank credit card the expenses of a non-employee in cases where separation of the payment is difficult. All charges on the card for expenses of non-employees must be reimbursed to the College by the employee. For example, a non-employee, staying in a double room with the employee, is not billed separately by the hotel. The employee could use his card to pay the total bill. However, any amounts above the single rate are reimbursable by the employee. Reimbursement of such personal expenses must be made within ten working days of the charge or of returning from the trip.
    7. Employees are encouraged to use travel advances only for anticipated incidental expenses (taxi, tips, etc.). Where possible, charge all allowable travel expenses on the bank credit card.
Policy migration in progress

Davis Tech is in the process of migrating our policies from PDF to HTML format to conform to Title II (ADA) requirements. During this transition period, the latest approved version of the policy is available (below) in pdf format, but may contain ADA Compliance errors.

Printable PDF

Effective Date: 23 October 2014

  • Approvals and Notes
  • Revised Board Approval: 23 October 2014
  • Revised Board Approval: 20 November 2006
  • Revised President’s Council Approval: 26 September 2006
  • Revised Board Approval: 25 August 2005
  • Board Approval: 26 August 2004