Denison's Purchasing Card Policy

Program Overview

Denison University provides qualified employees with a university credit card to make purchases of goods and services required to conduct university business, including travel and entertainment. The purchasing card is a tool to reduce paperwork and processing time for reimbursements, as well as streamline the process for payments.

Denison’s goal in every purchasing transaction is to receive the best value possible; a combination of price, quality, reliability, service, and delivery terms. If you would like help finding reputable vendors in good standing with the university, or other advice concerning a purchase, you can call the Purchasing Department at ext. 6284.

The purpose of this policy is to protect Denison’s assets and establish an IRS-accountable plan. The policy will ensure that the university is in compliance with:

  • IRS regulations regarding substantiation of employee business expenses paid or reimbursed by an employer
  • Internal auditing practices
  • External auditing practices performed by a contracted outside auditor or the IRS.

In order for Denison to maintain an IRS-accountable plan, employees must follow this policy. By completing the Cardholder Agreement the employee verifies that he/she has read the entire policy, understands his/her responsibility, and agrees to adhere to the requirements established.

The Denison University purchasing card program is administered by the Controller’s Office. The Purchasing Card program is for both travel & entertainment expenses and procurement of goods and services. The Purchasing Card is a commercial MasterCard issued by JPMorgan Chase. On-line access to card transaction history and monthly statements is available through MasterCard’s SmartData On-Line website.

Funds expended with the Purchasing Card are Denison University funds. It is the responsibility of the cardholder to ensure that all purchases meet University policy, sound business practices, and compliance to IRS guidelines. This responsibility is not to be taken lightly. Misuse of the credit card or non-compliance with this policy or any associated policies, procedures or documentation requirements will result in revocation of the cardholder’s credit card and may result in disciplinary action.