Credit Card Services

The purpose of the Credit Card Services Program is to establish a more efficient, cost-effective method of purchasing and paying for the following:

• Small-dollar purchases
• Employee travel
• Fuel for ACC vehicles
• Other business expenses

Credit Card Forms

You must be logged into ACCmail to access internal forms.

• Charge Card Related
  • Credit Card Application and Agreement
  • Change Request Form
• Expense Reimbursement
  • Mileage Calculation Chart
• Tax Exemption Related
  • Please contact P2P Management regarding the following forms:
    • Texas Hotel Occupancy Tax Exemption Certification (ACC)
    • Texas Sales and Use Tax Exemption Certification (ACC)

Types of Credit Cards

Procure to Pay (P2P) uses the following credit cards as acceptable payment methods:

• A Procurement Card (P-Card) for small-dollar purchases
• A Travel Card for business travel expenditures
• A Fuel Card for fuel and other related automobile expenses for ACC-owned vehicles

P-Cards are used for general purchases of goods (no services). The default credit limit is $2,500/month with a single transaction limit ≤ $1,000. General purchases may include:

• Office supplies (not covered by contract)
• Postage
• Storage fees
• Delivery fees
• COD orders
• Repair parts
• Books, periodicals, article reprints, video tapes, audio tapes

Travel Cards are used for travel related expenses. The default credit limit is $1 with no single transaction limit. Funds may be uploaded upon request by the cardholder and must be approved by the CCM. Travel expenses may include:

• Conference registration fees
• Airline reservations
• Hotel reservations
• Meals (itemized receipts only)
• Ground transportation (Uber, taxi, train, bus)
• Parking fees (airport, hotel, conference)
• Toll fees
• Car rentals
• Gas (must be accompanied by car rental agreement)

Fuel Cards are used to purchase fuel and related services for ACC Fleet Vehicles. Fuel Cards have a default credit limit of $2500/month, which may be adjusted upon request by cardholder and must be approved by the CCM. Disallowed purchases for P-Cards include fixed assets with a value of $500 or greater; and capital assets with a value greater than $5,000. Basic vehicle expenses may include:

• Oil changes
• Car wash/detail
• Tows
• Gas
• Tires
• Windshield wipers
• Roadside assistance, if applicable

N.B.: Regularly scheduled maintenance should be facilitated by submitting a REQ to P2P for the proposed services.

Cardholder Responsibilities

ACC cardholders will be responsible for the following:

• Adherence to program guidelines for using the card
• Online review of credit card transactions and verification of charges
• Safeguarding the card
• Promptly reconciling all charges
• Immediately reporting any questionable activity, loss, or theft of the card

Reporting a Lost or Stolen Card

The cardholder must report a lost or stolen credit card immediately to both the issuing bank’s customer service department (i.e., CitiBank at 800-945-3114) and P2P via purchasingcard@austincc.edu. Report a lost or stolen Fuel Card immediately to the department CCM and the Fuel Card Administrator. Prompt notification will help protect the College from fraudulent use.