Purchase Card Agreement

 

• Policy Number:

  OPER_0063

   

  I, (insert name)___________________________, hereby request a Commerce Bank Purchase Card. As a cardholder, I agree to comply with the following terms and conditions regarding my use of the card:

  1. I understand that I will be making financial commitments on behalf of Garden City Community College and will seek to maximize the purchase value of public funds.

   

  2. I understand that the college is liable to Commerce Bank for all charges made with this card.

   

  3. I agree to use this card for business purposes only. Misuse or abuse of the purchase card will result in suspension or revocation of the card. Misuse or abuse of the card includes, but is not limited to:
  • using the card for personal or unauthorized purposes
  • using the card without sufficient budget to cover the expense
  • using the card to obtain a cash advance or cash in lieu of a credit to the purchase card account
  • using the card to purchase alcoholic beverages or any substance, material, or service which violates policy, law or regulation pertaining to the college
  • using the card to purchase computer hardware or software, or professional services
  • allowing use of the card by another individual
  • splitting a purchase or using another cardholder’s card to circumvent the purchase limit of the card
  • failing to provide the Department Director with required receipts
  • failing to complete and submit the Purchase Log of Transactions (PLOT) within allotted time designated by business office.
  • failing to provide, when requested, information about any specific purchase
  • not adhering to all of Garden City Community College Purchase Card Policy and Procedures

   

  4. Fraudulent use of the card, defined as the use of the purchase card with a deliberately-planned purpose and intent to deceive and thereby gain a wrongful advantage for oneself or anyone else other than the college will result in the following actions being taken:
  • immediate suspension of card privileges;
  • removal of cardholder's purchase authority;
  • required employee reimbursement to the college for any unauthorized purchases; and
  • formal disciplinary action which may result in termination of employment.

   

  5. I agree to return the card immediately upon request by the Director of Human Resources or Vice President of Administrative Services or upon termination of employment.

   

  6. If the card is lost, stolen or compromised, I will immediately notify the Vice President of Administrative Services or Bankcard by calling 1-800-VISA-911 and notify the GCCC Business Office immediately.

   

  7. I have been given a copy of the Purchase Card Policies and Procedures and have attended a training session on the proper use of the purchase card.

   

  8. I agree that if I violate the terms of this agreement, I will reimburse the college for all charges incurred and any fees related to the collection of those charges.

   

  Employee Signature ___________________________

  College ID# __________________________________

  Cell Phone Number ___________________________

  Date _______________________________________