Credit Card Policy and Procedure

Basic information

Use for all travel related expenditures and other types of purchases whenever possible.

Credit Card Policy

Credit cards should be used for ALL travel related expenditures (air fare, lodging, meals, vehicle rentals, fuel expenses, etc.).

Please see Calvin’s Travel Policy for guidance on travel-related expenses.

Credit cards should also be used for other types of purchases whenever possible.

Under no circumstances should a Calvin credit card be used for personal transactions. Violation of this policy will result in the immediate termination of the card.

Credit Card Application Notes

In order to receive a Calvin College credit card for the first time, an individual will need to complete the Huntington Corporate Card Request. Please note the signatures of both the applicant’s supervisor and a Vice President or Provost must be obtained prior to turning in the application to Financial Services.

Additionally, it is required that all cardholders complete a Conflict of Interest and Disclosure form.

Credit Card Procedure

  1. Obtain verbal approval from the budget officer (or supervisor if the purchaser is the budget officer ) prior to making the purchase.

  2. Transact purchase with the credit card. Retain all original receipts. Document the “Three P’s” – People, Place, and Purpose for meal and entertainment expenses.

  3. Receive monthly credit card statement from Accounts Payable. Attach original receipts for all expenditures and identify the “Three P’s” – People, Place, and Purpose for meal and entertainment expenses. Also indicate the general ledger account(s) (x-x-xxxxx-xxxxx) to be charged for each line item listed on the statement. This should be done in consultation with the budget officer.

  4. If there are discrepancies or errors, indicate this directly on the statement. Accounts Payable will withhold payment on disputed items and help file a dispute form.

  5. Sign name at bottom of the statement. An original signature is required. No stamps are permitted.

  6. Obtain budget officer’s signature at bottom of statement. If the budget officer is the purchaser, then the budget officer’s supervisor should provide the second signature.

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