Office of the Comptroller

Departmental Credit Card

The Departmental Credit Card is a MasterCard™ for departmental purchases under $2,500. Illinois State University is embossed on the card along with an individual cardholder name. The credit card is not to be used for personal use or borrowed by another individual.

Other guidelines include number of transactions per cycle (a cycle runs the first day of the month through the 27th) and a not-to-exceed dollar amount for the total purchases each month. The number of transactions and total purchase amount can be adjusted to meet requests in each department. For more information, please read the Illinois State University Authorized Departmental Credit Card Manual.

How does a Department acquire a Departmental Credit Card?

Two items need to be considered before a department requests a credit card. First, the department must be on the University accounting system, Datatel. Second, a card manager must be selected. The card manager responsibilities include the following:

  • Monitors expenditures on the card through the PaymentNet Software. A one-hour training session is essential for learning the PaymentNet Software.
  • Receives invoices from JP Morgan for payment and monthly report.
  • Collects original receipts from cardholders and attaches original receipts to the invoice, enters on the PaymentNet, and sends for processing to the Purchasing Office located in Hovey Hall 117.
  • Additional Card Manager Details

A department may have as many cardholders as needed. See Cardholder Responsibilities

Where can I use the Departmental Credit Card and what types of purchases can be made with the card?

The Departmental Credit Card can be used with any vendor that accepts MasterCard™ and the single purchase is under $2,500. Items such as office and computer supplies, online registration fees, books, memberships, and subscriptions are examples of purchases that can be made with the card.

Since Illinois State University is tax exempt, the tax exempt number is printed on the Departmental Credit Card holder for convenience.

Are there items that I cannot purchase with the Departmental Credit Card?

Yes. See the listing of prohibited purchases.

Policy on Inappropriate Use of the Department Credit Card

If the Departmental Credit Card (DCC) is used inappropriately, the card could be suspended or canceled. If the infraction causes suspension or cancellation, the cardholder, Dean, Department Supervisor, the DCC Committee and Internal Auditing will be notified. Written appeals may be submitted to the DCC Administrator and will be presented to the DCC Committee for a decision on reinstatement or revocation of the credit card.