{"id":277,"date":"2021-07-21T11:25:40","date_gmt":"2021-07-21T16:25:40","guid":{"rendered":"https:\/\/wp.stolaf.edu\/business-office\/?page_id=277"},"modified":"2023-06-07T08:11:33","modified_gmt":"2023-06-07T13:11:33","slug":"procedures-for-department-cards","status":"publish","type":"page","link":"https:\/\/wp.stolaf.edu\/business-office\/procedures-for-department-cards\/","title":{"rendered":"Procedures for Department Cards"},"content":{"rendered":"

Title: <\/strong>Department Card Procedures
\n<\/strong>Effective Date:<\/strong> 06-01-2017
\nIssuing Authority: <\/strong>Vice President and CFO
\nContact:<\/strong> Nate Engle at engle1@stolaf.edu<\/a> or 507-786-3502
\nLast Updated:<\/strong> \u00a006-01-2017<\/p>\n

Purpose of Procedures
\n<\/strong>The purpose of these procedures is to provide consistent guidance for the use of the St. Olaf Department Card by faculty, staff, and student organizations and to ensure compliance with Internal Revenue Service regulations.<\/p>\n

Who needs to know these Procedures
\n<\/strong>These procedures apply to all St. Olaf faculty, staff, and student organizations using a College Department Card.<\/p>\n

What is a Department Card
\n<\/strong>The Department Card is a St. Olaf issued debit card similar to a student or employee\u2019s Ole Card.\u00a0 The Department Card is assigned to a specific department on campus and is the responsibility of the individual to whom the card was issued.\u00a0 Card balances are replenished at the end of the month to a specific amount determined by the department.\u00a0 Department Cards may be used at the St. Olaf Bookstore, Print Center, Post Office, all Bon Appetit food service outlets, and the Lion\u2019s Pause.\u00a0 The Department Card can also be used to access campus network copiers.<\/p>\n

A Department Card is NOT a College Purchase Card (credit card issued through Wells Fargo).<\/p>\n

Procedures for using a Department Card<\/strong><\/p>\n

    \n
  1. Department Cards can be requested by emailing CSGOLD@stolaf.edu<\/a>.<\/li>\n
  2. The balance on the card cannot exceed $2,000.\u00a0 If funds need to be added during the course of the month, contact CSGOLD@stolaf.edu<\/a>.<\/li>\n
  3. Any purchases made with the Department Card are charged to the respective department.\u00a0 Accounts charged are:
    \n\u2013 Purchases made at Bon Appetit food service outlets and the Lion\u2019s Pause are coded to account #72100 (Meals on-campus).
    \n\u2013 Purchases made at the St. Olaf Bookstore are coded to account #62000 (General Supplies & Materials).
    \n\u2013 Copies made on network copiers are coded to account #63600 (Copy charge-convenience copy).<\/li>\n
  4. Purchases made through this program must comply with:
    \n\u2013 St. Olaf\u00a0    Purchasing Procedures
    \n<\/a>\u2013 St. Olaf\u00a0    Travel and Business Expense Policy<\/a>
    \n<\/a>\u2013 St. Olaf     Gift, Gift Card\/Certificate and Flowers Policy<\/a><\/li>\n
  5. Receipts are to be maintained by the respective department for all purchases and saved according to the retention period indicated in the Record Retention\/Destruction Policy<\/a>.<\/li>\n
  6. Department Cards should be stored securely when not in use.<\/li>\n
  7. Any unauthorized use of the Card may result in disciplinary action by the College.<\/li>\n
  8. Lost or stolen Department Cards should be reported immediately to CSGOLD@stolaf.edu<\/a>.\u00a0 The card will then be deactivated and a new one issued.<\/li>\n<\/ol>\n

    <\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

    Title: Department Card Procedures Effective Date: 06-01-2017 Issuing Authority: Vice President and CFO Contact: Nate Engle at engle1@stolaf.edu or 507-786-3502 Last Updated: \u00a006-01-2017 Purpose of Procedures The purpose of these […]<\/p>\n","protected":false},"author":3439,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-277","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/pages\/277","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/users\/3439"}],"replies":[{"embeddable":true,"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/comments?post=277"}],"version-history":[{"count":3,"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/pages\/277\/revisions"}],"predecessor-version":[{"id":857,"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/pages\/277\/revisions\/857"}],"wp:attachment":[{"href":"https:\/\/wp.stolaf.edu\/business-office\/wp-json\/wp\/v2\/media?parent=277"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}