Department Card

The Department Card is designed to help streamline payment of non-travel business purchases, as well as travel purchases for university guests and groups.

Eligibility

Only designated financial or operational employees for each division may apply for a Department Card. Eligible positions include Financial Manager, Financial Administrator, and Sport Program Operations staff (Athletics only). Business Officer and Card Program Administrator approvals are required for new or transferred Department Cards.

1. Full-time, active employment status in good standing with the University
2. Complete the application and review and sign the Department Card User Agreement
3. Attend Department Card Training, conducted by the Card Program Administrator
4. Complete refresher trainings, as required

Individuals who do not meet the above criteria are not eligible for a Department Card. Employees who have had a university-issued card revoked are not eligible to apply for a Department Card.

Application

To initiate a Department Card request, applicants must complete the online application, routing the approval to his/her Business Officer. 

Online Application Job Aid

The Department Card User Agreement must also be reviewed, signed, and returned to Purchasing_Card@baylor.edu for review. 

Once processed, the Department Card will be delivered to the employee’s campus address in 7-10 business days. The card will not be issued until the applicant has completed required training.

Cardholder Responsibilities

• Cardholders are responsible for all charges made on the Department Card.
• Cardholders may initiate transactions on behalf of others in his/her department; however, Cardholders are responsible for purchasing only eligible goods and services; obtaining required documentation; and ensuring charges to restricted funds follow the terms and/or conditions of the fund. Cardholders with questions about whether certain expenditures are allowed on restricted funds must direct questions to their University Research Associate (URA) or dean’s office.
• Only eligible direct University business expenses may be charged; personal purchases are strictly prohibited.
• All transactions must be supported by a detailed business purpose and complete documentation.
• Cardholders must ensure all transactions are familiar and reasonable, perform a detailed review or delegate detailed review to a designee, and submit all documentation in Ignite Expense for reconciliation. 

Fraudulent or intentional misuse of the card will result in revocation of the card, personnel actions against the Cardholder, and/or possible criminal charges. Baylor University's Office of Internal Audit conducts periodic audits of Cardholder transactions and documentation.