Commercial Card Frequently Asked Questions

Go to the Procurement Services and Contract Management website. From the Services drop down menu, select Card Services. The link to the online application is located in the Resources section. For assistance in completing the application, refer to the Application User Guide located in the same section on the website.

Your Transaction Approver is usually your direct supervisor. In some cases, it is another individual in your area who holds a position at a higher level than you. Transaction Approvers will approve cardholder applications and route them to the second approver, a Dean/Division Head. Also, Transaction Approvers review cardholder transactions and monthly reconciliations. Additional roles and responsibilities for TA’s are identified in the Commercial Card Programs Policies and Procedures.

The P-Card is designed for all allowable purchases including employee travel. The T-Card is designed specifically for employee travel only.

JP Morgan Chase requires this information to effectively screen against sanction lists. The bank must verify your identity before issuing a card.

JP Morgan Chase (JPMC) uses your home address and DOB for an initial verification process; then, it is deleted. The bank does not store this information. Applicants submit the information via a secure connection, and JPMC follows specific policies and procedures to protect customer information.

No, organizations require a full SSN and permission to run individual credit reports. The commercial card application process asks for neither of those items.

Holding an NIU commercial card does not affect your personal credit.

An employee’s personal credit is not affected by the university’s Commercial Card Program.

The Approval section on the application is how JPMC routes the application to the next level for approval. The applicant should enter the name and email address of their Transaction Approver in the Approval section. The Transaction Approver should enter the name and email address for the Dean/Division Head. Additional help is found in the Application User Guide.

Commercial Cards are shipped directly to Card Services. When your card is ready for pick up, Card Services will email you with instructions.

Meals are not an allowable purchase on commercial cards for full time employees, even when employees are in travel status. However, an exception has been granted to Graduate Assistants. While in travel status, Graduate Assistants using a T-Card may purchase meals as long as the cost does not exceed the State per diem allowance.

In general, NIU has no restrictions on the airline a traveler chooses to use. However, there may be restrictions in place if spending grant funds. Remember, travelers should seek the most economical mode of transportation.

Yes, as long as there is a justifiable business purpose for the expense. Lodging at an Airbnb is allowable, but the cost would need to be within State lodging limits.

The standard spend limit is $5,000 for a single transaction and $25,000/month. To request limit increases, whether a temporary or permanent increase to your single and/or monthly limits, submit a Request for Exemption form via OnBase.

Yes, when a transaction is ready for review in PaymentNet, the cardholder will receive an email. A reminder email will be sent every Tuesday until the transaction has been reviewed.

NIU is responsible for paying the charges on its employees’ commercial cards. However, employees will be asked to reimburse the university for purchases they make which fail to comply with policy. For example, if an employee uses the NIU card to purchase an item for personal use, the employee may be required to reimburse NIU for the full cost of the personal item.

Yes, it is a state regulation that all employee travel expenses must be accounted for and submitted on a travel voucher regardless if directly billed to NIU. This is to comply with the Comptroller’s Uniform Statewide Accounting system and voucher includes the certification required by Section 12 of the State Finance Act [30 ILCS 105/12].

Taxes associated with airfare and hotel are different from sales tax and must be remitted to the vendor.

Cardholders are responsible for maintaining all documentation, receipts, and approvals associated with each transaction. All items must be uploaded in PaymentNet as this is the official record for each transaction.

Yes, all Cardholders are subject to either or both an internal or external audit and Card Services team is responsible for review of Cardholder transactions, either a full review or individual transaction(s). Internal and external audits are conducted annually and Card Services’ reviews are conducted randomly.

All Cardholders, Approvers, and Proxies are required to take NIU’s annual Commercial Card training. The training is hosted through Blackboard and program participants will be notified mid-January of each year. Refresher training occurs annually in February, and Cardholders, Approvers, and Proxies will have the month to complete.

The annual refresher training is mandatory. If Cardholders, Approvers, or Proxies fail to complete the training in the allotted time, the Cardholder’s account will be suspended until training has been completed by all participants associated with that account.