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Credit Cards and Local Charge Accounts

Credit card usage by state agencies is subject to immense public scrutiny and must be highly controlled by the university and its employees. As such, AFS must be contacted prior to acting on any consideration or solicitation of a credit or charge account.

The following outlines the allowable types of credit cards and charge accounts:

Business Procurement Card

  • The University of Kansas Medical Center and the KU School of Medicine-Wichita participate in the State of Kansas Business Procurement Card Program. Credit Cards may be issued to staff at the discretion of the department head and supervisor. These cards may be used only to make small purchases (under $2000 per transaction), without having to complete a requisition in PeopleSoft. When using the card, state contracts must be utilized, if available, and may also be used for purchases for which there is no state contract available. Reference http://www2.kumc.edu/finance/pdf/BPCPolicyManual.pdf  for more information.
  • Payment of Business Procurement Card (BPC) charges must be paid from state funds.

Business Travel Card

  • The University of Kansas Medical Center and the KU School of Medicine-Wichita participate in the State of Kansas Business Travel Card Program. Credit Cards may be issued to staff at the discretion of the department head and supervisor.
  • Business Travel Cards (BTCs) are personal VISA credit cards issued by UMB Bank to employees of the state of Kansas. Use of BTCs allow employees to avoid undue financial hardship when traveling on state business. BTCs may only be used for state business travel.
  • When an employee charges expenses on a BTC, the employee subsequently must submit travel claim forms at the end of the travel. Upon processing of the travel claim form, the employee will be reimbursed by the state in order for the employee to pay the credit card bill.
  • For more information, visit http://da.state.ks.us/ar/genacct/Audit/BTC.htm

Local Vendor Charge Accounts

  • Departments with a justifiable need may apply for a local vendor (Wichita area) charge account e.g. Dillons. These cards may be issued only upon approval by the Assistant Dean for Finance.
  • AFS shall review and complete all agreements. As with any agreement that binds the University, the Dean or Associate Dean for Administration are the only two individuals who may sign any application/agreement.
  • The department shall notify the Assistant Dean for Finance, in AFS, upon receipt or termination of any charge cards so that the university has an accounting of all cards/accounts.
  • Local vendor charge accounts must be paid from private funds, e.g. KU Endowment.

Unauthorized/Inappropriate Use

  • Unauthorized and/or inappropriate use of a credit card or charge account will result in immediate closure of the credit/charge account. The cardholder/charging employee will be held responsible for any inappropriate or unreimbursable charges on the account and will be subject to University discipline up to, and including, termination.
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