There are two University credit cards available for your use at Princeton, each of which suits different needs. Successful completion of University credit card compliance training, available online through the Employee Learning Center, is required for all cardholders.
Travel and Expense Card
The Travel and Expense Card is used for expenses related to University-sponsored travel and for individual business expenses such as conference registration fees, group business meals, and professional memberships.
Who Should Have a Travel and Expense Card?
Travel and Expense Cards may be held by faculty, staff, and students. The card is a financial tool intended for individual business expenses that you would otherwise incur using out-of-pocket funds. It may be appropriate to issue a Travel and Expense Card to people in your department who:
- Travel two or more times per year for University purposes;
- Are responsible for arranging and paying for guest or group travel; and/or
- Frequently incur non-travel expenses, such as group meals in the Princeton area.
Departmental Purchasing Card
The Departmental Purchasing Card simplifies the purchase of low-dollar goods and services that cannot readily be acquired through other preferred methods, such as the Prime Marketplace or contract suppliers. They are typically used to pay for purchases that benefit your department, such as catering, supplies, and recurring charges.
Most Departmental Purchasing Cards have a single transaction limit of $2,500 and a monthly spending limit of $10,000.
Who Should Have a Departmental Purchasing Card?
Departmental Purchasing Cards may be held by staff members who are directly involved in purchasing on behalf of the University as part of their normal job functions. They may pay for low-dollar departmental goods and services that cannot be purchased through the Marketplace or contract suppliers. Cardholders must be familiar with and adhere to the University’s preferred purchasing methods and policies.
Never use a University credit card for personal purchases or to pay individuals. The purchase of gift cards or gift certificates, hazardous chemicals or other hazardous materials, or computers is prohibited when using any University credit card.
As a cardholder, you are responsible for adhering to the University’s Credit Card Policy. Before receiving a card, you and your manager must sign and submit a Travel and Expense Card Application or Departmental Purchasing Card Application, to acknowledge these responsibilities and ensure that purchases are appropriate, allowable, and reasonable.
- Obtain and provide receipts for transactions of $50 and greater.
- Document a business purpose or description for all transactions.
- Substantiate and submit your University credit card activity in Concur within 30 days.
- Ensure that suppliers do not charge sales tax.
- Settle any disputes related to card purchases.
- Immediately report a lost or stolen card to the Financial Service Center or, on weekends, the bank.
- If you leave Princeton University, return the card to your department.
Card Lost or Stolen?
If your card is lost or stolen, immediately report it to the Financial Service Center at (609) 258-3080. On weekends, contact the bank listed on the back of the card.