Union College Corporate Cards

The Purchasing Card (P-Card) is a corporate credit card issued on behalf of Union College by Bank of America.

Corporate credit cards are issued based on a departmentally-determined business need and is contingent upon receiving the required application approvals.

The corporate credit card is intended for use only by Union College employees on active payroll status. At the department’s discretion, a corporate credit card can be issued to a student on a very limited basis (please e-mail cardprogram@union.edu for these type of requests). The corporate credit card may not be issued to non-employees such as contract workers and volunteers.

Corporate credit card requests must be submitted by the individuals direct supervisor by completing the Union College Corporate Credit Card Request form.

New P-Card holders are required to attend a knowledge-based training prior to receiving their card. Individuals will be contacted for scheduling once their application has been processed.

Expired Cards
Replacement of expired cards are issued one month prior to the card expiration date.

Credit Limits

The credit limit determines the maximum amount that can be spent during each billing cycle.

After P-Card issuance, the card holders Manager can request a card limit change. This increase can be temporary or permanent.

A P-Card can be cancelled at any time by the Issuing Bank, Union College, or the cardholder. Accounts Payable is responsible for ensuring P-Cards are canceled when an employee:

• Terminates employment with Union College: card cancellation will occur immediately upon termination notice.
• Transfers to a different department
• Is on an extended College leave (i.e., family leave)
• Misuses the P-Card and/or violates Union College policy.

Contact cardprogram@union.edu if you wish to cancel your card.

The card must be returned to one of the following Union College representatives:

• Cardholder’s Manager (Manager must then submit it to Accounts Payable)
• Human Resources (HR must then submit it to Accounts Payable)
• Accounts Payable

Contact BOA within 60 days from the date of the transaction to dispute a charge.

If the charge is unauthorized, please cancel your card and have a new one reissued. Please Note: You may need Accounts Payable assistance when calling BOA (email cardprogram@union.edu to coordinate).

BOA Fraud Phone #: 1-866-500-8262. You may be asked for some of this information when calling BOA:

• Workday Employee ID
• Verification ID
• Email Address: cardprogram@union.edu
• Phone #: 518-388-6973

Declined Transactions

Common reasons for declined transactions include the following:

• Merchant has incorrect P-Card information. i.e. exp date, CVV
• Incorrect PIN or multiple attempts to bypass PIN
• The billing address does not match the billing address provided to the merchant.
  Billing address: McKean House, 807 Union St, Schenectady, NY 12308

The transaction amount exceeds the card’s allowable limit.

Transactions must be supported by a legible receipt for anything over $25. All receipts require sufficient information to support the transaction, at a minimum, receipts should provide the following content:

• Name of merchant
• Itemized amount of charge
• Transaction details (what was purchased)
• Transaction date
• Invoice/Receipt #
• Evidence of card used (i.e. displays last four digits of card number)

Missing receipts

Submit a Missing Receipt Form for a transaction when an itemized and/or matching receipt cannot be found or obtained from the vendor.

The College is exempt from sales tax in many states. When purchasing items, this should be communicated with the vendor and the appropriate certificate provided. Additional information about sales tax is available on the Tax Exemption webpage.

Note: Some links on this page may require you to log in with Union College credentials.

• Union College Corporate Credit Card Request
• Cardholder Agreement
• Missing Receipt Form
• Tax Exemption