arrow_circle_left Back to All Policies

Athletic Credit Card Policy

1. To receive an athletic credit card, you must be The Director of the Athletic Department.
2. The cardholder is held accountable for all purchases made with the assigned card. No other person is authorized to make any purchases with the credit card without direct authorization. Should the Director of Athletics delegate any purchases with the JSCC athletic credit card, the card must be signed out using an acceptable log. The log must be turned in with all receipts at the end of each month to the JSCC Credit Card administrator/Director of Purchasing /Director of Purchasing for monthly reconciliation.
3. The card is the property of Jackson State Community College Athletics and is to be used only for JSCC Athletics business.
4. Director of Athletics must notify the JSCC Credit Card administrator/Director of Purchasing immediately upon change in Director of Athletics employment status:
a. Change of department
b. Change of position, role, or title
c. Leaves of Absence
d. Termination, Resignation or Retirement. Human Resources must notify the Credit Card Administrator immediately so that the card can be deactivated promptly. The card must be destroyed {cut in half) and returned to the JSCC Credit Card administrator/Director of Purchasing for cancellation.
5. Name changes and other changes to the Director of Athletics profile can be made by submitting a Credit Card Request and Change Form to the JSCC Credit Card administrator/Director of Purchasing.
6. Any single purchase over $50.00, excluding team travel, team lodging, and team meals, needs a PO Request to be preapproved by following JSCC purchasing guidelines . All team travel, lodging, and meals identified within this section includes coach. a. Equipment and uniforms are included
7. No personal purchases of any kind are allowed. Page 2 of 3 JSCC Policy Number
8. If the credit card is lost or stolen, cardholder will immediately notify US BANK. Cardholder will also notify the JSCC Credit Card administrator/Director of Purchasing in writing at the first opportunity during normal business hours.
9. Individual membership and dues that will be in an individual's name on behalf of the JSCC Athletic Department may be put on the Credit Card provided the membership
1. a. Is in compliance with TBR policy G-080
2. b. With supervisor approval.
B. Director of Athletics is required to submit Expenses in a timely manner. C. Credit limits are determined by the JSCC Administration; increases may be requested through the JSCC Credit Card administrator/Director of Purchasing.
D. In the event of an accidental personal purchase you must get a credit on the card as soon as possible or pay the Business Office within three business days.
E. Director of Athletics is required to submit original packing slip with every invoice when an order is shipped directly.
F. For in store purchases, all receipts must be signed by the cardholder. This signature will serve to verify that all purchases on the receipt are in accordance with the JSCC athletic credit card policy.
G. Problems with merchandise delivery or incorrect billing may occasionally arise. It is the Director of Athletics responsibility to initiate action to resolve all issues. Director of Athletics must contact the supplier directly when a billing problem or a problem with merchandise is first noted to attempt to resolve such problems directly with the supplier. When appropriate, one should ask the supplier to provide credit to your purchasing card account. Under no circumstances should there be a direct cash refund from suppliers for credit card transactions. If the supplier insists on a cash refund only, contact the Credit Card Administrator/Director of Purchasing for the proper course of action. If a cardholder is unable to resolve the problem directly with the supplier, the cardholder should notify the Administrator by filling out a dispute from. If a product has been deemed to be lost or misrouted, the following steps should be taken:
1. a. Contact the supplier to determine the date the product was shipped, carrier name (UPS, FedEx, US Mail, etc.), and destination address.
2. b. If there is no record of the shipment by the carrier, call the supplier and request a proof of delivery.
3. c. If the supplier cannot supply this documentation, the supplier should acknowledge that no product was actually delivered, and either the purchasing card account should receive a credit, or product reshipped.
4. d. If a satisfactory resolution cannot be reached with the supplier, contact the Credit Card Administrator/Director of Purchasing to file and process a dispute with US BANK.
H. The Cardholder must always check any incoming order as soon as it is received to ensure the product received matches what was ordered in terms of quantity, description, and quality. If there is a discrepancy (damage, defects, etc.), do the following:
1. a. Contact the supplier to resolve the issue over the telephone. This should be sufficient to resolve most discrepancies.
2. b. If satisfactory resolution cannot be reached with the supplier, contact the JSCC Credit Card administrator/Director of Purchasing to file and process a dispute.
I. Restocking fees are allowable expenses when goods are returned through no fault of the supplier. If this occurs, reference the transaction number for the restocking fee to the transaction number of the original purchase.
J. The following actions will be considered credit card violations under the JSCC athletic credit card policy
1. a. Any purchase (excluding team travel, team lodging, and team meals) over $50.00 without a PO Request approval
2. b. Any and all personal purchases, even without intent.
3. c. Allowing others to use your Credit Card for non-authorized JSCC athletic expenses/purchase as defined by the above noted criteria.
4. d. Restricted or Prohibited purchases
K. Violations of the JSCC athletic credit card policy can result in disciplinary action, up to and including termination of employment. History Vice President of Financial and Administrative Affairs and Director of Athletics November 2018