Subject: Credit Cardholder Rules and Expectations
The goal of the ASU Foundation Commercial Credit Card program is to provide quality service
to ensure the timeliness of payments to the credit card provider in order to avoid late fees and
finance charges on the credit card billings. The Foundation automatically pays for all charges
that you incur on your credit card. Timely reporting of your credit card use is required for proper
accounting of the individual charges. This credit card is provided for business purposes, and
therefore, no charges for personal use should be made on this credit card. The new credit
card procedures are summarized in the following bullet points:
A letter is sent to each new cardholder at the time that their card is issued. This letter
outlines the rules and expectations for using the ASU Foundation Commercial Credit
Card. This letter must be signed by the cardholder as agreement to adhere to the rules
and expectations outlined in the letter. This letter is to be returned to the ASU
Foundation (Tiffany Baur’s attention). Failure to sign and return this letter can be cause
to cancel the commercial credit card.
A Credit Card Documentation form has been created to assist you with the
documentation your monthly credit card usage. This form is available on the Foundation
Each month you will receive a credit card statement. Please verify all activity on the
credit card by comparing each statement charge to the original receipt or supporting
documentation. Please complete the Credit Card Documentation form as indicated in
the attached sample available on the ASU Foundation website under the forms link.
The Credit Card Documentation form provides documentation and substantiation of the
business purpose of each of the individual credit card charges. The Credit Card
Documentation form should be completed in enough detail to adequately document the
business purpose, including who was present, to meet the Internal Revenue Service
employee business expense substantiation requirements. Also, indicate on the provided
Credit Card Documentation form which funding sources and accounts will be
reimbursing the Foundation for each business-related charge. Please note that the
funding source can be a combination of University area/orgs and Foundation accounts.
The Foundation and the University have worked out a process through which the
University will reimburse the Foundation for any charge that is to be ultimately paid with
University funds. This process necessitates that you provide the Foundation with all
documentation normally required by the University and the Foundation.
Please return the Credit Card Documentation form and all original receipts or supporting
documentation for the business charges on your credit card to Tiffany Baur, ASU
Foundation, Mail Code 5005, by the 20th of the month. You will be contacted if you
submit your form without original receipts or other supporting documentation.
A second account signer must approve the Credit Card Documentation form as well as
the ASU Foundation cardholder. The second account signer, in general, is the person
the ASU Foundation cardholder reports to. The approval signatures should be obtained
before the information is routed to Tiffany Baur so there is no delay the processing time
for the monthly credit card activity.
As you are aware, your credit card should only be used for employee business
expenses, such as; business meals, business travel, business lodging professional
dues, seminar and conference registrations, small business publications and other
Your credit card is not to be used for personal use. However, in rare instances, we
are aware that you may inadvertently use this credit card for a personal charge by
mistake. If you inadvertently use your credit card for personal use, please provide a
personal check to reimburse the Foundation for the amount of the personal charge.
Your check should be made payable to the ASU Foundation and included with your
Credit Card Documentation form, credit card statement, and receipts or supporting
documents that you are returning to Tiffany by the 20 th of each month. Significant or
recurring personal use or failure to immediately reimburse ASU Foundation for any
personal charges could result in cancellation of your credit card or other remedial
Tiffany Baur is the primary contact at the Foundation for any credit card processing questions.
Tiffany can be contacted at 965-7289 or via email at Tiffany. Baur@asu.edu, or via Mail Code