Hall Council University Credit Card Approval Form
Hall Council Name: __________________________________________________________________ FOAP Code: Fund: __________ Organization: __________ Account:_ _______ Program: 99950
Contact Name: ____________________________ Phone: _________________ E-mail: _____________ Individuals using Card: __________________________________________________________________ Purpose for Expenditure(s): ______________________________________________________________ _____________________________________________________________________________________ Date Card Needed:___________________ Place Purchasing items: ______________________________
Estimated Total Cost:
Object(s) being Purchased Cost per Item Total Cost
**Attach additional pages as necessary
Grand Total: __________________
Attach Business Meal Form if food is being purchased
First Hall Council Authorized Signer
Date
Second Hall Council Authorized Signer
Date
FOR RESIDENCE LIFE USE ONLY
NOTES:
□ □ □ □
Signatures verified Budget verified Receipts received Entered online
__________ __________ __________ __________
Approved by: _____________________________________
THE HALL COUNCIL UNIVERSITY CREDIT CARD
PURPOSE: It is the intent of the University to allow residential organizations with accounts on campus to utilize a University charge card as an efficient method for obtaining goods/services and simplifying the payment process. The availability of the University credit card will not change or supersede procedures or controls for procuring goods. The University credit card does not relieve hall councils from using pre-established state contracts as mandated by the Code of Virginia. Personal charges and cash advances are not permitted INSTRUCTIONS FOR USE OF THE UNIVERSITY CREDIT CARD A Hall Council Registration Form must be completed for each hall council and filed with the Office of Residence Life. This form contains the signatures of the individuals who are authorized to sign for a University credit card. Prior to the issuance of a credit card, a representative of the council needs to obtain a Hall Council University Credit Card Approval Form from the Office of Residence Life and Housing in Marye Hall. The form must be completed and signed by two of the authorized signers and returned to the Residence Life Office 5 business days before the council needs to have the card. Additionally, a Business Meal Approval Form needs to be completed if food will be purchased. Once the credit card approval form has been reviewed and approved, the individual noted on the form will be contacted to pick up the University credit card. Additionally, a Letter of Authorization will be provided to the individual. The individual making the purchase should also take his/her UMW ID when making a purchase in order to prove affiliation with the University. Immediately upon returning, the person should return the credit card, authorization letter and submit all detailed receipts of expenditures made using the card. COMPLETING THE UNIVERSITY CREDIT CARD APPROVAL FORM: 1. Complete the attached Hall Council University Credit Card Form. Listed below are explanations of how a hall council can answer the questions on the form. HALL COUNCIL NAME: Name of hall council HALL COUNCIL ACCOUNT NUMBER: fund, organization, account and program codes (20 digits) NAME(S) OF CARD USERS: Names of ALL individuals using the charge card CONTACT NAME, PHONE #, E-MAIL: Contact information of individual to call PURPOSE FOR EXPENDITURE(S): Why are you purchasing these items? What is the reason for this expense? DATE CARD NEEDED: Cards may be checked out for a 24-hour maximum time period only. PLACE PURCHASING ITEMS: List of ALL places that you will be shopping with card. Include online & phone orders. ESTIMATED TOTAL COST: OBJECT(S) BEING PURCHASED: What are you going to buy? How many of the item(s) are you going to get? COST PER ITEM: How much does the item cost per unit? TOTAL COST: What is the total cost of the item(s) being bought? GRAND TOTAL: What is the total cost of ALL items being purchased? Attach additional pages as needed ***Attach business meal forms if the hall is purchasing food or if the purchase will take place at a restaurant. TWO AUTHORIZED SIGNERS FOR YOUR HALL’S ACCOUNT MUST SIGN THIS FORM BEFORE THE CHARGE CARD WILL BE GIVEN TO THE HALL COUNCIL REPRESENTATIVE. ● FIRST HALL COUNCIL AUTHORIZED SIGNER: One of the authorized signers on the account. ● SECOND HALL COUNCIL AUTHORIZED SIGNER: Another of the authorized signers on the account. 2. The form MUST be submitted to the Office of Residence Life and Housing in Marye Hall 5 business days (Monday through Friday between 9am and 5 pm) before your council needs to have the card. 3. While the card is signed out to the hall council, the council will be held responsible for all purchases made with the card. 4. Failure to abide by these policies can result in suspension of University charge card privileges.
If you have any questions, please contact the Office of Residence Life and Housing at (540) 654-1058.