Commercial Card Program Policy

Policy Approval Authority President
Responsible University Office Procurement Services and Contract Management, Finance and Administration
Responsible Officer(s) Executive Director, PSCM
Contact Person Antoinette Bridges
Primary Audience Faculty
Staff
Administration
Date Submitted to Policy Library 07-15-2019
Status Active
Adoption Date 07-01-2019
Last Review Date 07-30-2025
Policy Category/Categories Finance / Risk Management

This document provides an overview of the university’s Commercial Card Programs. It outlines university policies and procedures for program participants at Northern Illinois University (NIU). This document is regularly reviewed and revised as necessary. The latest revision date is noted above.

The Commercial Card Programs provide full-time faculty, staff and graduate student employees of Northern Illinois University with an efficient, cost-effective method for making business-related purchases on behalf of the university. In addition, it offers a process for individuals to make official travel arrangements without obligating personal funds. Benefits include fast and convenient purchasing, reduced paper usage, fewer cash transactions, and streamlined procurement and payable processes.

Deans/division heads and/or designees are responsible for identifying individuals in their respective areas who will become cardholders. They also authorize and approve the card type and spend limit for their cardholders. Deans/division heads and/or designees will empower cardholders to make sound business and financial decisions in the best interest of NIU.

Cardholders should be prudent fiscal stewards so that spending does not exceed budgeted balances and ensuring compliance with the State, Federal and University policies and procedures. The use of commercial cards results in an immediate expense/obligation to the university, although the expenditure may not be reflected on departmental budgets until a later date.  Commercial card purchases may also result in doing business with vendors that have not been vetted through the Procurement Services and Contract Management (PSCM) office. It is essential that cardholders avoid any transactions with suppliers or individuals where a perceived or actual conflict of interest may exist or the vendor is debarred/revoked.

State and federal regulatory guidelines, compliance requirements, university policy and internal controls may restrict the types of goods and spending amounts available to cardholders.

The following regulatory guidelines apply to the Commercial Card Program:

All purchases must abide by established university policies. Deans/division heads and/or designees may impose additional restrictions and limitations on cardholder activity. In such an event, individual divisions/departments are responsible for monitoring cardholders’ compliance with those additional requirements.

NIU Card Services Administration

Antoinette Bridges, Card Services Manager
Cardservices@niu.edu
815-753-6727

Jay Monteiro, Program Administrator
Cardservices@niu.edu
815-753-6728

Cheryl Alliston, Program Administrator
Cardservices@niu.edu
815-753-8431

Issuing Bank Customer Service

JP Morgan Chase, 800-270-7760 or
Cardholder Customer Service, 800-316-6056

The university participates in two types of commercial card programs with JP Morgan Chase and Company, the One Card, and the Declining Balance feature option. Declining Balance is a feature added to the One Card. JP Morgan Chase and Company refers to one of the selected card programs as “One Card.” This is not associated with NIU’s OneCard ID Services.

One Card Program

The One Card program combines the procurement and travel functionalities into a single card. Deans/division heads and/or designers have two options to consider when distributing cards through this program. Option one, which will be referred to as the P-Card, is designed for individuals who are responsible for all types of spending within their units, from travel to everyday business expenses. Option two, referred to as the T-Card, is designed for individuals required to travel but with no other spending responsibilities within their units. Commercial cards should only be used by the cardholder to make business-related purchases on behalf of NIU.

One Card Purchasing and Travel (P-Card)

P-Cards are used to acquire items, including travel, which do require a purchase order (usually processed through PSCM with a purchase order.

A detailed list of allowable, allowable with restrictions (AWR), and prohibited items is located in Section VII of this manual.

Declining Balance Feature (DB)

The DB is an add-on feature to the One Card (P-Card) and is designed for employees who travel with students or university guests to provide meals and refreshments. It is a one-time use feature for which a credit limit is assigned to the card based on the budgeted expenditures for the trip. The declining balance feature automatically closes when the credit limit and/or the end travel date has been reached.

Note 1: Intercollegiate Athletics Department establishes credit limits annually in support of the NIU coaches and assistant coaches, along with an extended period to cover the sport. Athletics will provide a list to the Card Administrators to establish the designated cardholders annually.

Note 2: Cash withdrawal limits are determined and approved by department business needs. Since the DB feature offers more flexibility in purchasing and cash withdrawal, it is important that proper care and protection of the card is considered, and detailed record keeping is imperative.

One Card Travel Only (T-Card)

T-Cards are used to acquire travel related purchases/activities only. Travel purchases must be made in accordance with the university’s travel policy.

Criteria Established for Use of P-Card/T-Card

Items must meet all the following criteria to qualify for purchase with a P-Card or T-Card:

  • Single transaction of $5,000 or less
  • Item is not listed on the Prohibited List as described in Section VII
  • Total aggregate of commodity/supplies does not exceed $20,000 per fiscal year
  • Does not require a signed agreement, either two party agreement or a single NIU signature
  • If an Allowable Purchases with Restrictions (AWR) items, additional requirements, as described in Section VII of this manual, must be met, and obtained before the purchase

The university has established transaction limits, monthly spend limits, and merchant category code (MCC) blocks to assess card usage. No limit is placed on the number of transactions per card. The standard P-Card and T-Card have a $5,000 single transaction limit and up to a $25,000 monthly spend limit as approved by deans/division heads and/or designees. These amounts can be higher if approved by the dean/division head. Employees of the PSCM office have cards with higher limits, up to the small purchase limit due to the nature of their positions.

Cardholder

  • Make purchases in compliance with university policy and state law
  • Review and sign Statement of Account (found in the PaymentNet system) and reconcile all purchases with transaction receipts in a timely manner
  • Obtain required approval and/or exceptions prior to making a purchase. See Exhibit A
  • Spend responsibly (shop for best price)
  • Keep the card, card number, and system access secure
  • Retain receipts and backup documentation for all transactions
  • Allocate transactions to the proper cost center and account code and complete all required fields in the card system prior to the month-end sweep, which occurs two business days after the end of each month
  • Relinquish card(s) to Card Services at their request or at the request of the approving and/or business manager(s)
  • Notify card-issuing bank and Card Services of suspected fraudulent transactions, disputed items, and if card is lost/stolen
  • Notify Card Services of a change in employment status
  • Complete required Introductory Commercial Card training the Annual Refresher Training, and all commercial card related training, e.g., IT Security, PCI, etc.

Cardholders are encouraged to allocate transactions throughout the month.

Approving Manager

  • Approve cardholder applications
  • Keep system access secure
  • Ensure required approval and/or exceptions have been obtained and uploaded with the transaction
  • Review cardholder account reconciliations
  • Assist cardholder in resolving incorrect charges, product returns, expense allocation, etc.
  • Approve cardholder transactions in the card system prior to the month-end sweep, which generally occurs two business days after the end of each month
  • Review and sign Statement of Account (found in the PaymentNet system)
  • Report suspected policy violation to program administration and apply corrective/disciplinary procedures accordingly
  • Must be the cardholder’s direct supervisor or hold a position at a higher level than the cardholder
  • Notify Card Services of a cardholder’s change in employment status
  • Complete required Introductory Commercial Card training the Annual Refresher Training, and all commercial card related training, e.g., IT Security, PCI, etc.

Proxy/Reviewer (optional)

  • Verify, allocate, and reconcile transactions for cardholders
  • Keep system access secure
  • Report suspected policy violation to Card Services, the Approving Manager, and the Business Manager
  • Complete required Introductory Commercial Card training the Annual Refresher Training, and all commercial card related training, e.g., IT Security, PCI, etc.
  • Proxy/Reviewers are not intended to be established for long term use.

Business Manager (or Designee)

  • Serve as liaison between Card Services and all cardholders within their area, as necessary
  • Select or act as Approving Manager for cardholders within their area
  • Develop, prepare, and/or review internal processes and reports to support program participation and compliance
  • Audit/review cardholder transactions as needed
  • Approve 04 fund expenditures in advance of the purchase
  • Report suspected policy violation to Card Services and Approving Manager
  • Complete required Introductory Commercial Card training and the Annual Refresher Training, and all commercial card related training, e.g., IT Security, PCI, etc.

Deans/Division Heads (or designees)

  • Approve cardholder applications
  • Assign cardholder spend limit
  • Notify Card Services in writing when designating approval authority
  • Empower cardholders to make sound business and financial decisions in the best interest of NIU.
  • Establish system of fiscal and administrative controls within unit to ensure accurate financial reporting and compliance with university policies

Card Services Administrator

  • Review and process cardholder applications
  • Update card system (add/delete cost centers, add transaction approvers, etc.)
  • Distribute cards
  • Assist program participants
  • Maintain cardholder electronic files/forms
  • Serve as university liaison for card-issuing bank
  • Design, implement, and monitor program training (Introductory and Annual Refresher)
  • Revise policy and procedures as needed
  • Perform regular program audits to ensure compliance with policy
  • Receive and process unusual exception requests, suspected policy violations, fraudulent activity, and other program concerns and notify Program Manager responding to audit requests, both internal and external

Program Manager

  • Administer contract with card-issuing bank
  • Maintain program oversight
  • Approve/deny unusual exception requests
  • Approve DB-Card cash withdrawal limits
  • Report policy violations to cardholder’s management and other senior leadership as appropriate and recommend corrective/disciplinary action
  • Review policy and procedures as needed

Treasury/Controller

  • Reconcile monthly payment to card-issuing bank with transaction statement
  • Upload card system transactions to university financial management system at least monthly
  • Travel Card approval and policy

Cardholders, transaction approvers, proxies, etc. must notify card services immediately if they transfer to another department, separate from niu, retire, or take an extended leave of absence. Cardholders must seek to have all transactions reviewed and allocated prior to separation.

See Changes in Employment Status for instructions.

Requesting a Card

To obtain a One Card, the prospective cardholder must complete an electronic application. The application is routed to the Approving Manager, then to the cardholder’s dean/division head or designee. If a dean/division head’s approval has been designated to another individual, the dean or division head will notify Card Services of the designation. The program administrators provide the final approval of the application and process the request in the vendor card system.

To obtain the DB-Card feature, the prospective cardholder must complete the Declining Balance Feature application (PDF) and submit it, complete with all signatures, to Card Services. Card Services will process the request in the vendor card system.

Newly issued cards are delivered to Card Services approximately 7-10 business days after the introductory training has been completed. Cardholders will receive an email from Card Services when the card has arrived to arrange for distribution. Prior to distribution of the card, cardholder must submit the electronic Commercial Card Agreement and the card approver must have submitted their approval as well. Cardholders must present a photo ID at the time of card distribution.

Training

New program participants are required to complete introductory training prior to the distribution of cards. Information regarding the training for new participants is available at Procurement Services and Contract Management (PSCM) under Training.

Refresher Training

All program participants are required to complete refresher training annually. Refresher training is available online through Blackboard. Card Services will notify program participants at least 30 days in advance of the deadline with information about completing annual training. Annual training also includes all commercial card related training, e.g., IT Security, PCI, etc.

Card Services may withhold the distribution of new and replacement cards or suspend current cards and/or approving rights pending the completion of all required training, including annual training.

The below allowable purchases, allowable purchases with restrictions (AWR), and prohibited purchases lists are not all inclusive. Participants should contact Card Services and/or review policy to assist in determining if a purchase is allowable.

Allowable Purchases

  • Books, publications, and reference materials
  • Courier delivery service
  • Facilities equipment and services may be purchased under Emergency circumstances only. (Refer to Definitions). The cardholder is responsible for all documents related to the emergency. including obtaining Certificates of Insurance from the supplier(s). The cardholder is also responsible for all communication to departments affected by the emergency. Collection of certified payroll after the emergency is mandatory. An equipment form must also be completed and uploaded to the card system along with the receipt, if equipment was purchased.
  • Food and grocery items needed for departmental operations
  • Items from the University Bookstore operated by Follett
  • Memberships and subscriptions
  • Non-network-related PC accessories, For example: mouse, monitors, keyboards,
  • Office furniture (under $1500 per item)
  • Recurring charges (bottled water, subscriptions, etc.
  • Rental cars, Ubers, Lyft, scooters, require documentation to support the claim that they are the most economical mode of transportation. The support must be uploaded with the transaction receipt.
  • Software renewal and maintenance charges
  • State licenses
  • Stationery and office supplies
  • Employee transportation including train, bus, airline tickets, and lodging while in travel status must be within allowable rates set by the State of Illinois and NIU Travel Regulations.

Travelers are required to complete travel vouchers and submit them to Accounts Payable Services (APS) with detailed receipts.

  • Train, bus, and airline tickets with departmental approval
  • Training and conference registration
  • Transactions requiring acceptance of the supplier’s terms and conditions via online, clickwrap agreements
  • Illinois Procurement Higher Education Cooperative (IPHEC) Agreement

Allowable Purchases with Restrictions (AWR)

Note: Approvals and other supporting documentation for restricted purchases must be stored with purchase receipts and uploaded to the card system. Standard purchase limits apply.

  • Advertising for position postings may be purchased only when advance written approval of the ad copy has been received from Affirmative Action, Equal Opportunity and Education. The written approval and ad copy must be uploaded in the card system with receipt.
  • Advertising for the promotion of an event must have advance, documented approval from University Marketing and Creative Services via the Clearinghouse.
  • Automatic renewals such as memberships and subscriptions may be purchased but cannot be charged to 02 funds.
  • Computing hardware or accessories, including printers, computers, servers, network equipment, routers, switches, firewalls, access points, external drives, and backup devices can be purchased with documented, advance approval from the cardholder’s local IT manager/director OR from the Division of Information Technology (DoIT). Approval from DoIT can be obtained by submitting a ticket to ServiceDesk@niu.edu. Exceptions granted by DoIT should be documented and uploaded with receipts.
  • Copy and small print services from external vendors require advance approval from University Marketing and Creative Services via the Clearinghouse.
  • Equipment purchases require cardholders to complete an equipment form and upload it to the card system along with the receipt. An item is considered equipment if it is allocated to one of the following account codes 865105, 865110, and 880100 - 880175. Visit the NIU Property Control Department.
  • Grant funded purchases - Cardholders may use sponsored funds (44 funds). A Request to Add Grant form must be completed and approved.by the grant administrator and submitted to Card Services. Cardholders must adhere to all instructions on the grant form.
  • Insurance policies that do not require a two-party, signed agreement may be purchased with advance, written approval from the Director of Risk Management. International travel policies purchased under the state agreement (currently, with AJ Gallagher or an approved IPHEC vendor) do not require additional approval from Risk Management. General travel or cancellation insurance remains a prohibited purchase.
  • Items purchased with 04-Income funds must receive advance written approval from the cardholder’s College/Division level Business Manager, and must be submitted on the Request for Change form to Card Services
  • Office furniture (over $1500 per item) - Before purchasing furniture valued at $1500.00 or more, approval from the Property Management Department must be obtained to determine if there is any surplus furniture under the administrator's control which can be used in place of purchasing new furniture. If an agency finds that it is unable to use the surplus property, the agency may proceed with the new furniture purchase. Per the state property control act 30 ILCS 605 section 7a., effective 1-1-25.
  • Official nametags and desk nameplates may be purchased using the standards developed by Marketing and Creative Services and ordered through their approved vendor, currently Alumni Award Services. Contact the vendor directly to place the order. Vendor proofs must be submitted through the Clearinghouse for approval.
  • Personal gifts and gifts of sentiment are allowed only for the purpose of recognition of benefit to the university with advanced endorsement from the President’s Office, and submitted to Card Services via the Exception Request Form
  • Research intense units may use their cards to purchase IT devices, chemicals, reagents, and similar items with advanced approval from the VP of Research and Innovative Partnerships.
  • Software, including device Apps, does not require approval. However, cardholders should notify their local IT manager/director or DoIT to ensure site or volume licenses do not exist. Also, NIU must comply with state and federal laws regarding technology accessibility.

Prohibited Purchases

  • Alcohol
  • Auctions
  • Business class or first-class airfare
  • Business with NIU departments
  • Carnivals
  • Carpeting
  • Cash withdrawals (Allowable on DB-Feature only)
  • Catering services
  • Coat check
  • Concerts and artists
  • Contracts - items requiring a two-party signed agreement
  • Deposits
  • Entertainment expenses
  • Extra baggage fees
  • Extra/optional expenses for airline seats, travel insurance, and early check-in
  • Fines, late fees, or penalties including parking and other traffic tickets
  • Items available on master agreements (See PSCM for list of master agreements)
  • Items for personal use or non-university purposes, even if cardholder intends to reimburse the university
  • Gift cards or phone cards
  • Heavy equipment, both purchase and rental, except for emergencies
  • High risk services or products, such as those that bear potential harm to persons or property
  • Imported goods that must pass through customs
  • Late check-out, early check-in, and room guarantee charges
  • Office signage (Use Physical Plant work order)
  • Payments for or on behalf of Foreign Nationals
  • Per diem meal allowances
  • Postage
  • Professional services and fees
  • Promotional goods and items intended to be “giveaways” or prizes
  • Purchases with vendors where a university-wide agreement exists
  • Purchases from suppliers or individuals where a conflict of interest may exist or where the vendor is debarred/revoked or excluded by federal or state agencies from being awarded a contract. Visit the Conflict of Interest Policy.
  • Restaurants and meals (Allowable with DB-Feature when traveling with students or university guests)
  • Services or labor, including professional and artistic services, maintenance agreements, and services involving labor, indemnity, and/or insurance requirements
  • Stringing (splitting transactions to avoid exceeding bid limits and transaction limits)
  • Transportation to procure meals

Sales Tax

NIU is not subject to IL sales and use tax. The cardholder is responsible for ensuring no taxes are charged to the card. The university’s sales tax exemption number is printed on the card and should be provided to the supplier upon request. Sales tax exemption form can be found at Illinois Sales Tax Exemption Certificate (PDF). When purchasing outside the State of Illinois, contact Accounts Payable Services to determine whether NIU is sales tax exempt.

It is the cardholder’s responsibility to obtain a refund for any sales tax that was charged in error on his/her commercial card.

Billing and Shipping Addresses

All products must be shipped to NIU Central Receiving in DeKalb or an NIU outreach center location (Chicago, Naperville, or Rockford).

No purchase should be shipped to a cardholder’s home, unless approved by the Division Head or Dean. The standard address format is:

Shipping Address
Cardholder Name – PCard
Department Name
Northern Illinois University
180 West Stadium Drive
DeKalb, IL 60115-2828

Billing Address
Cardholder Name
Department Name
Northern Illinois University
1425 W Lincoln Hwy
DeKalb, IL 60115-2828

An exception can be made to ship to an address other than Central Receiving. A Request for Exception (PDF) form should be filled out and submitted to Card Services.

Returns and Credits

Cardholders should read instructions for returns and retain the original packaging and documents until they are certain the goods will be kept. If items must be returned, cardholders should work directly with suppliers to obtain Return Authorization numbers (if applicable) and receive credits. Cardholders should arrange with a carrier to pick up the return from Central Receiving. Cardholders may contact Distribution Services to pick up the return and deliver it to Central Receiving. In some cases, suppliers charge restocking fees. Cardholders should not be charged restocking fees when the return is a result of the supplier’s error.

Expiring/Reissued Cards

The card-issuing bank will send a replacement card to Card Services upon expiration or notice of fraudulent transactions on current card. Card Services will email cardholders when replacement cards arrive to arrange a time for distribution. Cardholders are required to show identification before receiving cards.

Disputed Items/Fraud

Cardholders can dispute charges to their commercial card accounts by notifying the card-issuing bank at 800-316-6056. Reasons to dispute charges include duplicate or altered charges, unprocessed credits, damaged or defective goods, goods not received, etc. Cardholders must immediately notify Cardservices@niu.edu and card-issuing bank at 800-316-6056 of disputed items and fraudulent activity. The bank will deactivate the card and issue a new one.

Lost/Stolen

Cardholders must notify the card-issuing bank at 800-316-6056 and Cardservices@niu.edu immediately when they discover their card is lost or stolen. The bank will deactivate the card and issue a new one.

Violations

Program violations include, but are not limited to the following:

  • Allowing others to use card
  • Approving purchases that are prohibited or for which supporting documentation is missing
  • Failure to allocate monthly expenses
  • Failure to complete monthly reconciliations
  • Failure to comply with all training requirements
  • Failure to obtain, upload, and retain receipts and other supporting documentation
  • Failure to submit travel vouchers when due
  • Illegal or fraudulent use of card
  • Purchasing prohibited items without prior exception approval
  • Using card for personal expenses

Violation of the NIU Commercial Card Program may result in one or more of the following actions:

  • Additional training
  • Card revocation
  • Card suspension (temporary or permanent)
  • Criminal prosecution
  • Disciplinary action up to and including termination
  • Reimbursement to university
  • Withholding card distribution

The following changes in employment status require cardholders to return their card(s) to Card Services:

  • Transfer to another department/unit
  • Separation/termination from NIU
  • Retirement

It is recommended that cardholders cease purchasing at least 30 days in advance of a known change in employment status to allow time for allocation and reconciliation of transactions prior to their departure.

Cardholders or their approving managers should complete an electronic OnBase Commercial Card Cancellation Request form. Cancelled card should be shredded or otherwise destroyed in a manner that will prevent future use of the card. (please do not return card to Commercial Card Services).

If a cardholder transfers to another department and the new employment role includes purchasing responsibilities, a new card application must be submitted.

When a cardholder takes an extended leave of absence, they should notify Card Services so the card can be suspended for the duration of the leave. Once they have returned from leave, they will need to notify Card Services so their card can be reinstated.

When a cardholder leaves their department or the university, all records (paper and electronic) should be left with the cardholder’s business office per the retention schedule.

Exceptions are not granted after the purchase is made.

Exceptions to this policy may be granted on a limited basis. Exceptions granted after the purchased will require written approval from the Dean/Division Head. A Card Exception Request Form is used to obtain approval to use the card for an expense that is normally prohibited by a policy or is above a cardholder’s limit. Only Card Services is authorized to grant exceptions. Due to the complexity of exception requests, Card Services may request additional reviews by other areas and/or individuals. An exception will be processed within 10 business days. If an exception is granted, the cardholder must keep documentation and upload the approved form to the transaction in PaymentNet to ensure availability by internal and external auditors.

Cardholders must keep documentation supporting their card purchases for six (6) years after the date of original transaction, then destroy or delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40, provided all audits have been completed, if necessary; no litigation is pending or anticipated; and upon receipt of an approved State of Illinois Records Disposal Certificate. Contents of this record series may include but are not limited to invoices and/or receipts from vendors, transaction slips, packing slips, equipment forms, exception request forms, transaction logs or statement of account, billing reports, and any other related supporting documents and correspondence.

To dispose of a record, the department or division must submit a records disposal certificate (PDF), to the records management specialist, who will then submit the information to the Secretary of State’s Office. This certificate must be completed thirty days prior to any disposal or destruction of the record. Additionally, the Secretary of State must provide their approval on the certificate before the record may be disposed.

After approval from the state is obtained and the certificate is returned to the university, the department or division may dispose of the document. If the destruction of the record is approved, the department or division may utilize university shredding services by submitting a shredding request form. The department or division is responsible for any incurred expenses.

Department is responsible for keeping records of former employees for 6 years.

Cardholder transactions are randomly reviewed for compliance with university policy by program administration, business managers, internal auditors, and external auditors. All program participants are subject to such reviews and are obligated to cooperate with audit requests.

All transactions involving travel and/or travel vouchers are reviewed by Accounts Payable Services.

DB-Cards are issued by the Card Services office. Card Services or a division designee, such as the Business Manager, will assign credit limits to cards when approval for funding has been received. DB-Cards should be used only when traveling with students or university guests.

Below are general guidelines for DB-Cards. Deans/division heads and/or designees, along with their Business Managers, may impose additional and/or stricter processes and procedures for DB-Card holders in their areas.

Before Travel

  • Plan well in advance of departure. A minimum of 4 weeks is recommended.
  • Submit to the Business Manager (or designated manager) the required travel information, including date(s), location(s), number of students or guests, estimated amount of funds needed, basis for dollar amount requested, and contact person.
  • Business managers will compile Travel Advance Requests and finalize them at least 10 business days prior to the date the DB-Card is needed.
  • If the trip includes two destinations with no return to the NIU campus in between, please submit as one trip on one advance.

During Travel

  • Effective dates of the card are one day prior and one day after the dates of travel.
  • Keep all detailed receipts. A receipt must indicate the amount that was paid.
  • Track cash expenditures where receipts are not issued in a spreadsheet or notebook.

Post Travel

  • Report all purchases/spending to Business Manager within 10 business days of return.
  • Reconcile travel advance.
  • Complete and submit Travel Voucher, if appropriate.
  • Review, approve, allocate, and reconcile all transactions in the vendor card system.

Allowable purchases on DB-Cards include transportation, lodging, restaurants, cash withdrawals at ATMs, and other incidental needs that may arise when traveling with students or university guests. Items listed under Types of Purchase Categories - Prohibited Purchases are prohibited, except as noted.

The One Card Travel only (T-Card) is designed for individuals who travel for university business. Allowable purchases include transportation and lodging while in travel status. Travel purchases must be within allowable standards set by the State of Illinois and NIU Travel Regulations. Upon return from business travel, T-Cardholders are required to complete travel vouchers and submit them to Accounts Payable Services with copies of detailed receipts within the designated time period. Original receipts should be stored with T-Card transaction reconciliations.

Items listed in Section VII. E are prohibited on a T-Card. Whether using the card to make advance travel arrangements or while in travel status. The following items are also prohibited on a T-Card:

  • Business or first-class airfare
  • Coat check
  • Extra baggage fees (exception can be made if extra baggage is needed to carry equipment and/or work-related items)
  • Extra/optional expenses for seats, travel insurance, and early check-in
  • Items for personal use or non-university purposes
  • Late check-in, early check-in, and room guarantee charges
  • Parking or traffic tickets
  • Per diem meal allowances
  • Restaurants and meals *
  • Transportation to procure meals

The cardholder is required to complete all travel-related fields in the vendor card system when signing off and allocating transactions. Those fields are:

  • Traveler
  • Destination
  • Dates of travel
  • Business purpose

Additional information for travelers is found in the NIU Travel Regulations. This should also be done if you are purchasing travel for another person/s.

*Graduate Assistants are allowed to purchase meals on their T-Cards as long as they do not exceed the State per diem allowances. If the traveler over spends on meals, they are required to reimburse the university via cash or check within two weeks of the notification. Receipts for meals must be obtained, saved, and uploaded to the bank’s card system. Failure to comply may result in suspension of the T-Card.

Business purpose
An explanation that describes the reason for the purchase including how the item will be used and/or why the item is necessary in relation to university operations. A description of the item is not a business purpose.
Catering
The preparation, set up, serving, and/or cleanup of food on NIU property, including facilities rented or leased by the university for an event. Catering should not be confused with food delivery where no onsite service occurs.
Clickwrap agreement
A type of contract used for online transactions that require users to accept terms and conditions by selecting a button that reads, “Agree”, “Accept”, or something similar in nature.
Commodity
Product
Conflict of Interest
Commercial cards generally should not be used to make a purchase from any business owned by a State of Illinois employee and/or family member. Visit the NIU Conflict of Interest Policy.
Debarment/Revoked
The state of being excluded from certain practices by legal means. For example, companies can be debarred from contracts due to allegations of fraud, mismanagement, or similar improprieties.
Emergency
A situation involving a threat to public health or safety, when immediate expenditure is needed for repairs to university property to protect against further loss or damage to university property, to prevent or minimize serious disruption in critical university services that affect health, safety, or collection of substantial state revenues, or to ensure the integrity of university records. Not every situation of immediate need rises to the level of an emergency. For example, a disruption in services may be very inconvenient and very disruptive to normal services, but unless the services are critical and affect health, safety, or collection of substantial state revenue, an emergency procurement would not be appropriate.
Equipment
A movable or fixed unit of furniture or furnishings, an instrument, a machine, an apparatus, or a set of articles which generally retains its original shape and appearance with use, has a normal useful life of more than two years, is non-consumable, costs more than $2,000, and does not lose its identity through incorporation into a different or more complex unit or substance.
High-theft assets
Portable electronics (laptops, notebooks, netbooks, tablets, IPads), computers, projectors, firearms, antiques, vehicles, drones, cameras.
Heavy equipment
Vehicles, machines, hydraulics, and other industrial devices specifically designed for construction, engineering, exploration, and earthwork operations.
IPHEC
Illinois Procurement Higher Education Cooperative
Local IT Manager/Director
The NIU employee is responsible for providing the primary support of the unit’s information technology needs.
Merchant Category Code (MCC)
A four-digit number assigned by the payment card industry to classify a business by the type of goods or services it provides.
Month-end sweep
The process of uploading transaction data from the card system to the university’s financial management system. The process occurs two business days after the end of each month.
Services
Professional or expert work, including but not limited to catering, consulting, cleaning, decorating, engraving, landscaping, printing, and repair. Cardholders may purchase some services like courier services, dry cleaning/laundry, and printing. However, services involving a two-party contract, labor, indemnity, and/or insurance requirements such as catering, rental/leases, and onsite repairs are strictly prohibited.
University guests
Recruits, visiting faculty, members of external organizations, visiting dignitaries, or prospective donors.

Exhibit A

Forms

Exhibit B

Statement of Account - Required Monthly

Directions to produce the Statement of Account in the PaymentNet System.

Log into PaymentNet:

  • Click on Reports in the blue banner menu
  • Select Report List in the dropdown
  • Type Statement of Account in the Keyword Search
  • Select Statement of Account Landscape
  • Click on Post Date is in the Last Month
  • Under Operation click the dropdown arrow and select Is Between
  • Enter the first day and last day of the month you want to verify in Start Date and End Date
  • Click on Continue
  • Click on run in the lower left corner
  • Click on Reports again in the blue banner menu
  • Select Downloads in the dropdown (click OK)
  • Click the blue Refresh List button until the Status changes from Submitted to Successful
  • Open the report

Contact Us

Policy Library
815-753-5560
policy-library@niu.edu 

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