The Denison Purchasing Card

Getting a Card

All university employees who make purchases or travel for Denison are eligible for a credit card with supervisor and Controller approval. Students are not eligible for credit cards.

Employees are responsible for reading this policy in its entirety before completing a cardholder agreement [doc] to ensure that the policies and procedures and record keeping requirements are fully understood.

It is the supervisor’s responsibility to identify and approve specific cardholders, to monitor the use of the card, and to assure that the cardholder complies with the reconciliation process in a timely manner. The supervisor has the obligation and authority to question the business nature of the charges incurred by the cardholder and has the responsibility to call upon the Controller’s Office, as appropriate, to investigate potential improprieties.

The cardholder agreement should be submitted to the appropriate supervisor for approval. The supervisor should forward the agreement to the Controller’s Office.

Most cards will be issued with the following limits: $5,000/month, $1,000/transaction, and 6 transactions/day. Increases can be arranged as needed.

The card will be delivered to the P-Card Administrator’s Office and the cardholder will be notified by email. The current P-Card Administrator is Jeanie McNamara mcnamaraj@denison.edu (Doane Admin 1st floor, x8616). The cardholder will need to appear personally to accept the card and will sign the back of the card at that time. The cardholder may also be asked to update various security fields in the SmartData system with their personally identifiable information. The cardholder is responsible for the card’s safekeeping.

The cardholder must activate the new card before it can be used, by calling the 1-800 number and following the directions printed on the sticker on the card.  For security reasons Denison is using the last 4 digits of your Denison ID# in place of your social security number.