Please print Cardholder Agreement and attach to Purchasing Card Application
General Policy Guidelines
All purchases made with the Purchasing card are subject to the Williams College Travel Guidelines.
Cardholder and Cancellation of the Purchasing Card: Purchasing cards are issued at the discretion of the department supervisor with the approval of the Controller.
Ownership and Cancellation of the Purchasing Card: The Williams College Purchasing Card is the property of Bank of America. It may not be transferred to, assigned to, or used by anyone other than the assigned Cardholder. Bank of America or Williams College may suspend or cancel Cardholder privileges at any time for any reason. The Cardholder will surrender the Williams College Purchasing Card upon request, to any authorized agent of Williams College or Bank of America. Use of the Purchasing Card or account after notice of its cancellation may be fraudulent and may cause Williams College to take legal action against the cardholder.
Separation from the institution: It is the cardholders responsibility to turn in their card upon separation from the institution to their immediate supervisor.
Spending limits: Each Purchasing Card will have a preset limit. This amount can be increased or decreased depending on the situation or the departments buying need.
Purchasing Card Abuse: Abuse of the Purchasing Card will result in revocation of the Card and appropriate disciplinary action that may include termination. Policy violations include, but are not limited to:
- Purchasing items for personal use.
- Failure to return the Purchasing Card when terminated, or upon request.
- Failure to maintain proper records in accordance with proper college guidelines.
Receipts
It is the Purchasing Cardholder's responsibility to obtain transaction receipts from the suppliers each time the Card is used. The receipts along with an original invoice with the items or services listed in detail should be submitted with the statement.
Sales and Use Tax
Because the college is a nonprofit organization it enjoys the benefit of not having to pay tax on goods and services. When ordering please inform the supplier of this status and if any further information is needed please contact Abby Bienkowski in the Controller's Office (x4413).
Disputed Items
It is the Cardholders responsibility to follow-up on any erroneous charges, returns or adjustments and to ensure proper credit is applied on subsequent statements.
Protecting the Corporate Purchasing Card
The Williams College Purchasing Card is valuable property that requires proper treatment by the Cardholder to protect it from misuse by unauthorized parties.
- Validation/Safekeeping: Sign the card immediately upon receipt. When the expiration dates has passed and/or after you have received a new Purchasing Card, cut the old Purchasing Card in half and dispose of it.
- Lost/Stolen Corporate Purchasing Cards: If the Purchasing Card is lost or stolen contact Bank of America immediately at (888) 449-2273 and the Program Administrator, Abby Bienkowski at (413) 597-4413.
The undersigned Williams Purchasing Cardholder applicant has read the above agreement and
guidelines and agrees to be bound by the terms and conditions.
Print Applicant Name: ________________________________ Date: ______________
Applicant Signature: _________________________________ Date: ______________
Manager Signature: _________________________________ Date: _______________
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