520.1 Policy for Institutional
Credit Card Usage For Travel and Travel Related Incidentals
- Employees who incur frequent travel expenses are encouraged to apply for a Goshen College institutional card through the VP for Finance office. Approval from the supervisor is required in setting the card’s spending limit. Receipts for travel expenses charged to the card must be kept and submitted to the Accounting office monthly along with the supervisor’s approval signature on the monthly billing statement.
- Employees who only rarely incur Goshen College travel expenses will use their own credit cards for college related travel expenses and then get reimbursed by turning in their receipts when they return from their trip. This procedure normally always results in reimbursement being received well PRIOR to the credit card bill being due and often before the monthly credit card statement is even received. Note that ALL travel reimbursement requests require a second signature of approval before they will be reimbursed.
- Reimbursements may be made by check directly to the individual incurring the travel expenses (in order for them to pay their credit card balance). Alternatively, if the only expenses on the credit card statement that month are college related travel expenses the payment request may be made for the Accounting office to pay the credit card company directly. In the latter case the credit card statement must be submitted to the Accounting office with a properly completed payment request form.
- In ALL cases, receipts for all travel expenses must be attached and submitted along with any reimbursement request. Expenses without receipts will not be reimbursed (with the exception of minor tips).