A Summary of the Department Card Program

Why do I need it?

Allows any member of the University in possession of the card to purchase food from a Restaurant or Caterer

a. Department employee picks up pizza for a Department meeting

b. Department faculty needs to take a guest out to dinner

What is it?

• Purchasing Card issued in Department Name
• Payment for food from Restaurants and Caterers
• $500 Single Purchase Limit, $5000 Monthly Limit
• The functional details of the Department Card program are identical to the functional details for the Purchasing Card program, except:
  • a) The signature strip on each card is covered with a sticker which states "Yale ID and Signature Required"
  • b) Yale is required to have a tax-exempt certificate for each restaurant or caterer in order to qualify for a tax-exempt purchase for food.

   

  (1) A list of local restaurants and caterers can be found on the Electronic Commerce page of the Procurement web site (http://www.yale.edu/purchase/)

  (2) Food can be purchased at other restaurants or caterers, but you may be charged tax.

  Because the card does not have a signature on the back, Bank One will not investigate disputed charges. Disputes must be pursued with the vendor.

Who controls the card?

Use of the Department Card is controlled by a "Department Card Administrator" who is assigned by the department manager

The Department Card Administrator will be responsible for maintaining possession of the card when the card is not in use

The Department Card Administrator will be responsible for handing out the card, tracking its use on the transaction log envelope, collecting receipts and reconciling to the monthly purchasing card email.

How can I get more information and an application for a Department Card?

Information on the Department Card can be found on the Electronic Commerce page on the Procurement web site

The Department Card application is available at the Quick Forms web site (http://www.yale.edu/ppdev/)

Who fills out the application and attends the "Guideline Review Session?"

The Department Card Administrator for each department fills out the application, the department business manager signs the application, and the application is faxed to the purchasing card office