Credit Cards

Purpose:  To maintain a strict policy and procedures of credit cards - P-Card and T-Card.
References:  MAPP 04.01.11, UH P-Card Guidelines, UH T-Card Guidelines
Procedures: 
NSM Credit Card Procedures
Review and Responsibility: 
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
Approval: 
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008
  1. A list of cards with the following information will be maintained by the Department manager
    1. Type of Card (Purchase or Travel, State, or Local)
    2. Name of Card Holder
    3. Spending limit on Card
    4. Expiration Date
  2. A folder for each card will be maintained by the staff member preparing the SDOL online expense report.
  3. When invoices are turned into the business office by the card holder, they will be kept in the card folder until they are processed at the end of the period.
  4. On Thursday of each week, the staff member preparing the SDOL will print the expenditure report and match to receipts and obtain or verify cost center information with the card holder and department manager.
  5. An email will be sent to cardholders with missing receipt or questions or concerns about the information they have submitted with the receipts.
  6. At the end of the period or by the 20th day of each month, the online SDOL will be updated with the cost center and purpose/benefit statement provided by the cardholder and the Department manager.
  7. After updating the online SDOL, a copy of the expenditure report with the backup receipts and documentation will be checked to make sure the report corresponds to the backup information.
  8. The checked SDOL package will then b e given to the cardholder for verification and signature.
  9. After the cardholders have signed, the packet will be given to the Department manager for Verification and signature as well.
  10. The packet will be returned to the Staff member preparing the SDOL to be scanned and uploaded to PS.
  11. The original or paper document packet will b e maintained in the department for the current fiscal year. A scanned electronic copy will be kept on the Department server.
  12. All departments in the college will adhere to the University of Houston Credit Card Guidelines.