February 3, 1984

CHANCELLORS
LABORATORY DIRECTORS
VICE PRESIDENTS PRINCIPAL
OFFICERS OF THE REGENTS

University Policy Concerning Corporate Credit Cards

It is the policy of the University of California to permit use of corporate credit cards by University officials designated by the President for charging legitimate University expenses, including Administrative Fund expenditures.

Effective immediately, the addressees of this document are authorized to use the corporate credit card. Requests for use of the corporate credit card by others, as exceptions to this Policy, are to be directed to the President with copies to the Senior Vice President--Administration.

The University Controller is responsible for the procedures for obtaining, using, and cancelling corporate credit cards for designated officials; the procedures will be issued in the near future.

David Pierpont Gardner
President

cc:
University Controller Pastrone
Director Rogin
Coordinator Kunkel
Campus Accounting Officers
Executive Assistant Copeland

February 7, 1984

CHANCELLORS
LABORATORY DIRECTORS
VICE PRESIDENTS
PRINCIPAL OFFICERS OF THE REGENTS

Procedures for Using Corporate Credit Cards

In his February 3, 1984 letter, President Gardner authorized you to use the corporate credit card. He indicated that my office is responsible for the procedures for their use, and I have therefore prepared the attached Procedures for Using Corporate Credit Cards.

If you choose to obtain an official card, which is currently American Express, please let me know and my office will make the necessary arrangements.

Joseph A. Pastrone

Attachment

cc:
President Gardner
Executive Assistant Copeland
Director Rogin
Coordinator Kunkel
University Auditor
Tuffnell Campus
Accounting Officers

February 7, 1984

PROCEDURES FOR USING CORPORATE CREDIT CARDS

Eligible executives, as designated by the President, who desire to use corporate credit cards should contact University Controller Pastrone who will handle all arrangements for obtaining and cancelling corporate credit cards.

Monthly billings for corporate credit cards will be mailed to the address designated by the executive.

The following review and documentation procedures are to be completed:

1.
All charges shall be examined by the executive to insure that they represent proper and legitimate University expenditures.

2.
The executive shall mark the billing "approved for payment" and sign and date it.

3.
The billing shall be attached to a form similar to the "Accounting for American Express" form, attached, so that the accounts to be charged may be designated and proper documentation and tax-reporting information may be provided.

4.
In the case of corporate credit card expenditures related to a business trip, the expenditures shall be charged to the travel advance account and then accounted for on the travel voucher for the trip. This is the same as the present procedure for travel advances and airline tickets.

5.
In the case of corporate credit card expenditures to be charged to the Administrative Fund, the explanation shall include the time and place of entertainment or date and description of gift; University purpose; and University business relationship of those entertained.

6.
In the case of corporate credit card expenditures to be charged to - other funds, any fund restrictions shall be observed and the usual University rules pertaining to entertainment, memberships, or other official business shall be followed.

After completion of the above steps, the billing is to be sent to the campus Accounting Office for payment.

As part of the annual audit, The Regents' external auditors will review the use of corporate credit cards and the documentation and tax treatment of expenditures.

Any questions on procedures for corporate credit cards may be directed to University Controller Pastrone.

Attachment