Saint Louis University Card Programs

• The procurement card does not allow any grant-related purchases.
• The P-card is not to be used for any travel-related expenses.
• Non-University employees may not use the P-card.
• When ordering online or by phone, remember that 3545 Lindell Blvd., St. Louis, MO 63103 is the billing address and your work address is the shipping address. To add your work address as an alternate address for verification by vendors, please call the 800-number on the back of your Amex P-card.
• The tax-exempt number is at the bottom of your P-card. When shopping, remember to check out with an actual person (not self-checkout) and let them know your purchase is tax-exempt. You may need the actual tax-exempt letter. If tax is not taken off before the purchase, it is the user's responsibility to have it removed. Go to the customer service desk or call the vendor directly. Do not pay American Express or send SLU a check for tax included on a purchase.
• Walmart's Saint Louis University customer ID No. is 1259494
• Sign all department cards "Request SLU ID," as this will ensure that others within your department can use the department card. When checking the card out to other employees, the Amex P-card checkout form can be used along with the employee agreement. It is also suggested that employees checking out department P-card sign the receipt when returning the card and receipt back to the cardholder.
• Receipts are to be stored by the cardholder for five years and be available for auditing.
• Do not pay American Express directly.
• To raise a transaction or monthly limit, the cost center approver can email the card program admin at cardprograms@slu.edu and request a permanent or temporary increase. The information to be provided is:
  • Card name
  • If the raise is permanent or temporary (if temporary, an expiration date is needed)
  • If the limit raise is for transaction or monthly
  • New amount of limit
  • An employee may not request limit increases on their own card. Have your Cost Center Approver send the request.
• The P-card may be used to purchase food (catering, deli plates, etc.) for meetings or events.
• Card holders and approvers must review and/or reallocate all charges before the monthly cut-off (emails will be sent out monthly).
• Purchases on the P-card must adhere to the competitive bidding policies. Transactions are consistently audited to ensure compliance of University purchasing policies.
• For prohibited purchases, please consult Business and Finance's policies and procedures page.

A. Request/Issuance of P-cards

1. If it is determined that a P-card is needed, an access key and instructions to apply online will be provided by the program administrator (PA). This access key is necessary when completing the online application located at americanexpress.com/corporate services. 
2. Certain individuals will not be permitted to receive a P-card i.e. Contract employees, students, temporary employees, an employee on leave from the University,  and anyone who has previously had their P-card revoked.
3. The cardholder agreement must be signed in order to receive the card. The P-card will only be distributed after all necessary signatures and documents are received by the card administrator.
4. Business Services, Sponsored Programs and/or CPC is responsible for monitoring cardholders in the proper use and responsibilities of the P-card.
5. A P-card is identified to a specific cardholder and charges made to the P-card default to the cardholder's default Cost Center and accounting. Card charges can be reallocated during the  P-card transaction verification process.
6. The P-card may be used for all of the allowable purchases described in this document. Department heads/business managers/supervisors have discretion to further restrict the use of P-cards, as they deem appropriate within these guidelines.
7. Cards will automatically be renewed/issued upon expiration. The PA will distribute these directly to the cardholder. Human Resources is responsible for advising the PA of any personnel that are terminated or otherwise leave the University to ensure their P-cards are deactivated and web access terminated in a timely manner. Departments should advise who will be the responsible cardholder of department cards when there is a change in personnel.
8. Every cardholder will be subject to a six-month probationary period. During this time, CPC will evaluate the cardholder's use of the P-card.

B. Card Usage Parameters

1. The default limit setting on the P-card for procurement of goods and services is $4,900 per transaction and $10,000 monthly. The business manager of the cardholder may request a higher or lower limit as appropriate. If the business manager needs to request an increase in his/her own P-card limit, that request should come from the department head/supervisor.
2. The P-card is not to be used to modify an existing purchase order.
3. Existing procurement policies must be followed. For example, transactions with vendors or individuals where a conflict of interest may exist are strictly prohibited. To ensure compliance with this requirement, consult the purchasing agent with any questions. Do not supersede departmental procedures, if any, to obtain authorization to make a purchase when using the P-card.
4. Determine if the P-card is the appropriate method to use for acquiring the goods or services needed.
5. Prior to your purchase, determine if there is a preferred vendor or P-card-only vendor for the goods or services that are to be acquired. These are pre-selected vendors based upon a variety of parameters — quality, special discounts or rebates that may apply. When preferred vendors are used, the institution can leverage purchases to maximize the value to the University (i.e.: preferred quality, pricing, enhanced customer service and timely delivery).
6. The University is exempt from Missouri and Illinois state sales tax and the University tax I. D. number is embossed on all P-cards. To avoid paying sales tax initially or resolving a sales tax application at a later date, you should mention the University's tax-exempt status at the time of purchase. A copy of the tax-exempt letters can be obtained online, although it is not required to use the card.
7. Supporting documentation must be provided and maintained for all purchases. If the purchase is not made in person, request that an invoice, receipt, confirmation and/or packing slip be sent directly to the cardholder along with the purchase. The cardholder must retain this information for proper reconciliation and documentation of the charge.
8. The department is responsible for ensuring receipt of the materials purchased and for following-up with the vendor to resolve any issues related to pricing, delivery discrepancies, damaged goods or application of sales tax in error. When placing the order, the department should ensure that complete shipping instructions are given to the vendor.
9. If, for any reason, it is necessary to return goods that have been purchased, the department should contact the supplier and follow the directions provided for return of the merchandise.  Make a copy of the invoice for items returned.  Use this for backup when the credit appears in your recon.

C. Card Controls

The P-card provides each cardholder with greater flexibility to make purchases. P-card purchasing controls are designed to provide management with effective tools to monitor and oversee purchasing activities to ensure the achievement of University goals.

At management's discretion, each cardholder can have several different types of controls placed on their P-card. Please see the control mechanisms.

• Splitting Transactions: If a purchase is over your single transaction limit, do not ask the vendor to split the charges. Splitting transactions is not permitted. If you have a need for a temporary or permanent limit increase, you should request approval from your manager and the manager should contact the PA.
• Telephone/Internet Orders: All telephone and Internet orders will require a receipt for reconciliation and audit purposes. A packing slip can be used as a receipt for telephone orders. An Internet confirmation or screen print of order can be used as a receipt for Internet orders.
• Taxes: Do not allow the vendor to charge tax. All purchases made are exempt from taxes. The P-card identifies Saint Louis University as being tax-exempt. The cardholder should advise the vendor of the tax-exempt status and should monitor the purchases to verify that no tax was charged. If a charge occurs that includes tax, the cardholder will be responsible for reconciling this charge directly with the vendor.

D. Disputed Transactions

A disputed transaction can result from failure to receive goods, fraud or misuse of the P-card, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, sales tax improperly added, etc. The cardholder is responsible for following up with the vendor and/or the card-processing bank on any erroneous charges, disputed items or returns. After the disputed transaction is resolved, a credit may be issued which, at the time of resolution, will appear on the cardholder's electronic web recon statement. It is the responsibility of the cardholder to monitor any disputed transactions and credits issued.

The procedure for handling disputed transactions is as follows:

• Contact the vendor first to resolve any outstanding issues. Most concerns can be resolved in this manner.
• If the cardholder is unable to reach agreement with the vendor, the dispute can be handled by contacting American Express Customer Service at 800-492-4920.
• If the cardholder is dissatisfied with the resolution of the disputed item, the procurement card administrator should be contacted.

E. Spending Limits

The corporate purchasing card differs greatly from other card products in that it has specific dollar spending limits set for each individual card. There is a $4,900 maximum per transaction, along with a $10,000 limit per month per card member. Any increases to these limits will require the following:

• State the business need for the modification
• Obtain your department manager's approval
• Business manager/department head should email PA
• Annual review of limits by PA can result in reduced limits in line with past use of the card.

A. Cardholder Responsibilities

1. The P-card is to be used only by University employees and is the responsibility of the cardholder to enforce. 
2. Misuse of a P-card could result in disciplinary action up to and including termination and/or legal action.
3. Cardholders may not make personal purchases on the P-card for any reason. There are significant tax implications both to the cardholder and to the University related to these types of transactions. 
4. Certain purchases are restricted or prohibited for various reasons. If in doubt, contact the purchasing department or the PA.
5. It is the cardholder's responsibility to ensure that Missouri and Illinois State Sales Taxes are not applied to their P-card purchases.
6. Cardholders must immediately report lost or stolen P-cards by calling American Express at 800-492-4920 and notifying both their Business Manager and the PA. The cardholder's department may be liable for all charges incurred until the card is reported lost or stolen. Although, charges that are deemed fraudulent by American Express on a lost or stolen card will be covered by the unlimited liability agreement with American Express.
7. The cardholder is responsible for receiving all receipts and other documentation for all procurement card transactions. When the receipt is not available, the cardholder should keep the packing slip or receiving documentation. When an order has been placed online and there is no receipt, the cardholder should print out the Internet confirmation or screen print the order.
8. Cardholders are required to review and reconcile all P-card charges against their receipts on a monthly basis in Workday with the P-card transaction verification process. All documentation should then be forwarded to their cost center approver for approval in Workday.
9. Handle all disputed charges. See Disputed Transaction section III C.
10. The receipt is a critical part of the purchase documentation and should be included with all reconciliations. In the event a receipt is lost, contact the vendor directly to obtain a copy for reconciliation. If the vendor cannot produce a receipt copy, complete the Missing Documentation Form and include as a receipt with your transaction summary for that month.

B. Cost Center Approvers/Department Head/Business Manager Responsibilities

The University Procurement Card is an efficient tool managers can offer faculty/staff members. The procurement card is not for all kinds of purchases, and managers must understand the procurement card process and must be willing to take responsibility for ensuring the faculty/staff are using the card within University guidelines. Specific responsibilities are as follows:

1. Coordinates P-Card application requests. The potential cardholder completes an electronic application after the business manager makes the request to the PA.
2. Spending limits are indicated on the request by the business manager, and changed when necessary by contacting the PA by email.
3. The default fund numbers are also indicated on the request, and changed when necessary by contacting the PA.
4. Establishes and communicates any necessary departmental guidelines or procedures.
5. Cost center approver completes a review and approval of all P-Card transaction verifications in Workday on a monthly basis.
6. Obtains all supporting documentation of purchases from cardholders. Retains the documentation for all purchases on all accounts responsible for reviewing for five years (current plus four years) after the close of the most current fiscal year.
7. Submits memo to PA if there are discrepancies or compliance questions after completing the review.
8. Ensures that items billed to the card have been received and that procedures are being followed as stated in the Policy and Procedure Guide. Any violations should immediately be reported to your PA.
9. Collects and destroys cards from all employees separated from the University/department. The PA is to be notified of any card cancellations or changes in card holders.

C. CPC and/or Program Administrator (PA)

The PA will receive one invoice from American Express each month. The following procedures detail responsibilities of the program administrator:

• Reviews applications for valid cost center approval.
• Adjusts P-card limits.
• PA accumulates charges to be audited for compliance and unusual or suspect activity.
• Assists in balancing the general ledger interface to card file.
• Processes the American Express invoice within 14 days after cycle cut.
• Cancels cards directly with American Express.
• Identifies and drives future program applications and enhancements.

Individuals given procurement card access by the University and their departments are held accountable for all transactions related to their card. Consequences for misuse of the P-card are serious, and may include card suspension, card revocation, disciplinary action, employment termination and legal action.

To ensure compliance with the policies and procedures of the P-card program, P-card accounts may be subject to random audits of charges, activities and supporting documentation retention.

The following responsibilities, while not all-inclusive, are critical and must be followed by all cardholders and approvers:

• 100% review, by cardholder and approver(s), of all P-card transactions in Workday for the current month by noon of the third business day of the following month.
• Using the P-card for personal purchases is not permitted under any circumstances.
• Ensures that sales tax is not applied to P-card transactions.
• Comments stating business purpose should be entered for every transaction.
• Using the P-card for prohibited purchases is not permitted.
• Ensures a receipt exists for every purchase.
• Submit P-card transaction details and back up receipts within two weeks when requested for audit.
• Account codes are correct for the expense.
• Payments to SLU should not be on P-card.
• Ensures no split transactions occur.
• Failure to successfully follow P-card policy will result in non-compliance warnings to the reviewers and approvers of the card. The third instance of non-compliance may result in a 30-day card suspension. The fourth instance of non-compliance may result in a new card holder or approver for the department.

Purchase of some equipment, materials, supplies or services is subject to University policy and legal/technical constraints and, therefore, the P-card should not be used. Such items must be purchased using other more appropriate purchasing means. The following list of items may not be purchased using a P-card:

• Bio-hazardous materials
• Biological or bacteriological viruses purchased live
• Cash advances
• Capital items (assets)
• Events requiring a contract
• Gift cards
• Grant purchases
• Hotels, airfare, registration, travel meals or other travel expense
• Independent contractors
• Interior furnishings: purchases of $5,000 or above
• Items for personal use
• Moving expenses
• Office machines including copiers, facsimile, scanners and printers
• Packaged alcoholic beverages
• Parking and traffic tickets/violations
• Services involving labor, indemnity, insurance requirements and/or requiring SSA/W-9
• Specialty Drugs 
• Technological purchases including computers, laptops, applications for mobile devices, software, cell phones, PDAs or any computer or software related technology.
• Travel/entertainment expenses (as covered in the T&E policy)
• Utilities (unless prior approval received from Business Services)
• Vehicle purchase or lease
• Weapons, ammunition and detonating equipment
• Contribution for lobbying or other charitable contributions

• All purchases made using the GP-card must adhere to all guidelines provided and mandated by the sponsors of the grant for allowable, allocable, reasonableness and consistent treatment.
• Use of the GP-card will be guided and informed by the applicable Office of Management and Budget (OMB) Circulars (i.e., A-21, A-110, and A-133), specific agency guidelines, as well as, policies and procedures set by the University Administration and Office of Sponsored Programs.
• All purchases made using the GP-card must have PI or delegate approval (via email or written confirmation). Approval must be filed and presented during any and all audits.
• The use of the GP-card is strongly recommended for use with new vendors and non-preferred vendors
• The GP-card is not to be used for any travel-related expenses.
• Students and non-University employees may not use the GP-card.
• Remember to include a short description in one of the comment fields (card member, manager or Banner description) in the "Additional Transaction Detail" tab within the reconciliation tool.
• When ordering online or by phone, remember that 3545 Lindell Blvd., St. Louis, MO 63103 is the billing address and your work address is the shipping address. To add your work address as an alternate address for verification by vendors, call the 800 number on the back of the Amex P-card.
• GP-cards can be used to replace standing and regular POs. If you would like to cancel a standing PO, contact Katelyn Missey at katelyn.missey@slu.edu or at 314-977-2929. Keep in mind that those dollars will no longer be encumbered.
• The tax exempt number is at the bottom of your GP-card. When shopping, remember to go to an actual person (not self check) and let them know your purchase is tax exempt. You may need the actual Tax Exempt Letter (found on the Documents & Forms web page). If tax is not taken off before the purchase, it is the USER'S responsibility to have it removed. Go to the customer service desk or call the vendor directly. Do not pay American Express or send SLU a check for tax included on a purchase.
• Walmart's Saint Louis University customer ID No. 1259494.
• Summaries and receipts are to be stored by the approver for three years after the end date of a federal grant or whatever is required in the grant agreement and be available for auditing purposes. Summaries should be signed by a second approver when charges and receipts are reviewed.
• Do not pay American Express directly.
• To raise a transaction or monthly limit, the approver can email the card program admin at cardprograms@slu.edu and request a permanent or temporary increase. Information  that should be included in the email includes: 
  • Card name
  • If the raise is permanent or temporary (if temporary, expiration date is needed)
  • If the limit raise is for transaction or monthly
  • New amount of limit
  • An employee may not request limit increases on their own card. Have your business manager or reviewer send the request.
• Approvers must review and/or reallocate all charges before the monthly cut off (emails will be sent out monthly).
• Purchases on the GP-card must adhere to the competitive bidding policies. If a department intends to make a purchase on the P-card that exceeds $5,000, either three bids or a sole-source document must be submitted to Purchasing in advance for review and approval. Transactions are consistently audited to ensure compliance of University purchasing policies.

The American Express (Amex) travel and entertainment (T&E) Card is a University-sponsored charge card offered to eligible employees of Saint Louis University. The card is used for approved business travel expenses or business entertainment expenses. The Amex T&E corporate card program is designed to reduce the necessity for employees to incur business-related charges on a personal credit card, and eliminate the processing time and waiting period for a reimbursement check to cover charges for business-related expenses.

The University will remit payment directly to American Express for all approved reimbursable business expenses placed on the cards.  Employees entrusted with carrying a University sponsored Amex T&E corporate card are responsible to ensure all expenses are cleared each month by submitting an expense report. Cardholders are responsible to pay all non-reimbursable charges directly to American Express.

Eligibility for the Card Program

In general, participation in the Amex T&E corporate card program is optional and designed for employees who travel on University business or entertain on behalf of the University. Approval from your department head is required to obtain a University-sponsored Amex T&E corporate card.

Specifically, those individuals or department administrators who spend a minimum of $1,000 per fiscal year in either (or both) of the travel and entertainment expense categories, and who typically submit expense reimbursement statements at least twice per fiscal year are encouraged to participate in the program.

A. Requesting a Card

Requests for Amex T&E Corporate Cards are made by business managers or department heads on behalf of an employee based on the employees' business need for the card.

Business managers or department heads should email cardprograms@slu.edu with the following information:

• Employee's name
• Employee's email address
• Limit information

B. Spending Limits

The standard pre-set spending limit will be $5,000 per month.

Some cardholders may require a higher or lower limit than the standard due to their business need. Department managers may request a higher limit on behalf of cardholders with a justified need.

C. General Terms and Conditions for Use

• Amex T&E corporate cardholder accounts may be subject to periodic internal control reviews and audits designed to protect the interests of the University. By accepting the Amex T&E corporate card, the cardholder agrees to comply with these reviews and audits.
• Policies and procedures related to the Amex T&E corporate card program may be updated or changed at any time. The cardholder agrees to and will be responsible for the execution of any program changes.
• The Cardholder agrees to surrender and cease use of the Amex T&E corporate card upon termination of employment whether for retirement, voluntary separation, resignation or dismissal. If the employee ceases to travel, or incur business entertainment expenses frequently, the Amex T&E corporate card PA may request that the card be returned and canceled. The cardholder may also be asked to surrender the Amex T&E corporate card at any time deemed necessary by University management.
• Misuse or fraudulent use of the card may result in card suspension, card revocation, disciplinary action, employment termination and/or legal action.
• Delinquency fees are not reimbursable and will not be paid by the University.
• The cardholder is responsible to remit payment directly to American Express for any unapproved or non-reimbursable expenses placed on the card.
• University Policy does not allow the use of the Amex T&E corporate card for personal use. Exceptions may apply in instances such as non-reimbursable hotel incidentals, which cannot be split from the original hotel bill. However, the cardholder should not submit the personal expense items through the University for payment.
• The Amex T&E corporate card is issued in the name of the authorized employee.  The cardholder may not release or authorize the use of their card by any other individual.

D. Dispute Procedures

While reviewing the activity statement, the cardholder may identify purchases that appear to be billed in error. It is the responsibility of the cardholder to resolve any discrepancies on the activity statement.

The cardholder should contact American Express customer service at 1-800-528-2122 to report the dispute. All disputes must be submitted to American Express within 60 days of the activity statement date. American Express customer service will resolve the dispute within the next 90 days. American Express customer service will place any item in dispute in suspense and issue a temporary credit on the cardholder's activity statement. An item in suspense is not subject to any delinquency charge and is excluded from the total payment due amount until the dispute is resolved.

E. Change of Name or Billing Address

The cardholder can contact American Express directly at 1-800-528-2122 or register their card online to view statements and make updates via the American Express website.

F. Lost or Stolen Cards

In the event of a lost, stolen or compromised card, the cardholder must immediately contact American Express customer service at 1-800-528-2122. The cardholder's account will immediately be closed and a replacement card will be delivered within 24 hours.

Use of a personal credit card during this replacement period will be accepted.

In addition to contacting American Express customer service, the cardholder is responsible for notifying cardprograms@slu.edu. Failure to promptly notify American Express or cardprograms@slu.edu within 48 hours of the cardholder being aware of a lost, stolen or compromised card may result in the employee being responsible for charges to the card.

G. Expense Reimbursement

On a monthly basis, the cardholder will receive a statement listing all activity associated with the card. This activity will include purchases and credits made during the reporting period. Cardholder reconciliation procedures include:

• Review all transactions listed on the activity statement and identify any discrepancies.  Contact American Express directly to resolve discrepancies.
• Submit an expense report at the end of each trip and at least monthly for business and entertainment expenses.
• Include in your expense reports both T&E charges to be remitted by the University, as well as any out-of-pocket T&E items for which you are due reimbursement.

H. Resolving Delinquent Accounts

• Know how to retrieve your current charges/previous account statements online or ensure that your preparer is able to do so. If someone else is submitting reports for you, please make sure they have access to your account. Access can be granted to view your statements online by supplying your log in ID and password to your preparer. Granting access for obtaining information via the phone can be done by calling American Express customer service at 1-800-528-2122 and giving permission for Amex to release information regarding your Amex account to the person you designate.
• Make sure a closed statement is kept for each month (either the statement that is mailed to the billing address, or a closed statement from the Internet).
• View your online Amex statement to review current account activity and previous statements on a regular basis. If necessary, utilize the Concur Expense tool to reconcile expenses submitted against what was actually paid (View Charges link on the Expense tab). Take note of any email notifications from Concur indicating a change in the amount being paid to American Express.
  • If all payments are not reflected on your statement, access Concur Expense to view the status of the report.
  • Verify that all personal payments that have been made to Amex have been applied correctly to your account.

A delinquent Corporate Amex card affects the overall Amex program and can result in the suspension of the Amex program for the entire University.

Account delinquency American Express Milestones:

• 30 days delinquent: Assessment of delinquency fees begins
• 90 days delinquent: Suspension of account by American Express
• 120 days delinquent: Sent to American Express collection department
• 150 days delinquent: Sent to outside collection agency; appears on employee's credit report

Employee/cardholder roles and responsibilities include, but are not limited to:

• The cardholder will use the Amex T&E corporate card for business travel and entertainment expenditures only. Non-T&E related charges may be denied or significantly delay reimbursement.
• The cardholder will use the card within the policies and procedures outlined herein and within the University Travel and Entertainment Policy
• The Amex T&E Corporate Card will be issued in the name of the employee but is the property of the University.
• By accepting the card, the employee assumes responsibility for the card and will be accountable for all charges made with the card.
• The cardholder will not transfer the card to anyone else. The card may not be used by anyone other than the cardholder.
• The cardholder must maintain the Amex T&E corporate card with the highest level of security. If the card is lost or stolen, or if the cardholder suspects the card or account number has been compromised, the cardholder agrees to immediately notify American Express Customer Service hotline at 800-528-2122 and the corporate card PA.
• The cardholder will submit timely expense reports. Expense reports must be filed and submitted to the cardholder's approver in sufficient time for the approver to submit the report to the appropriate commitment office within seven days after the trip is completed or by the seventh day of the month in which they are due.
• The cardholder will prepare an expense report to clear all reimbursable card charges paid by the University, as well as to request reimbursement for out of pocket expenses from the University.
• The cardholder should not remit payment directly to American Express for approved and reimbursable business related T&E expenses. These are paid directly to Amex by the University.

Department head/business manager's roles and responsibilities include, but are not limited to:

• Understanding the T&E corporate card policy and procedures
• Enrolling employees with a business need in the program
• Ensuring the cardholders are using the card within policies and procedures outlined herein and within the University Travel and Entertainment Policy
• Determining the spending limit for the cardholder based on their business need
• Establishing and communicating any necessary departmental guidelines or procedures
• Collecting and destroying cards from employees separated from the University/department, and notifying American Express and the PA.