University Credit Cards

The university offers a comprehensive credit card program with several card types designed to meet specific business needs. Review the options below and consult your Finance Business Partner to determine which card best aligns with your job responsibilities.

Travel and Corporate Cards

These cards are intended for employees who travel on university business. Employees may be issued either a Travel Card or a Corporate Card, but not both.

Travel Card

Issued to an employee who travels on university business or hosts university guests at least once per year. The Travel Card may be used for:

• Travel-related expenses, including airfare, rental cars, hotels, restaurants, and conference registration fees.
• Hosting university guests.
• Small-dollar purchases at non-travel merchants (such as bookstores, grocery stores, and department stores) while in travel status.

Corporate Card

Issued to an employee who both travels and regularly purchases commodities for their department. The corporate card may be used for both travel-related and non-travel-related expenses.

Apply now for a Travel or Corporate card.

Purchasing and Procurement Cards

These cards are intended for authorized university purchases, but cannot be used with airlines, car rental agencies, or hotels.

Department Purchasing Card

Issued in the name of a department and assigned to a designated card custodian. The custodian:

• Makes authorized departmental purchases.
• Checks out the card to employees or students for approved purchases.
• Maintains a checkout log whenever the card is loaned. A suggested log is available at the bottom of this webpage.
• Instructs individuals who check out the card that they are only authorized to make purchases while the card is in their possession and they must not save the card information in online accounts or merchant profiles.

Procurement Card

Issued only to designated employees in authorized campus units responsible for specific purchasing activities. Currently, Procurement Cards are only authorized in the following areas:

• Purchasing & Travel
• OIT Material Management
• Chem Stores.

Apply now for a Department Purchasing or Procurement card.

Fleet Cards

Fleet cards are assigned to a university vehicle and issued to a designated card custodian. They may be used only for fuel and authorized maintenance expenses for the assigned vehicle. Fleet cards are accepted only at fuel stations and select vehicle maintenance and repair vendors.

Apply now for a Fleet card.

What Happens Next?

After you submit the online application, it will route through the approval process. Once approved and submitted to the bank, cards are typically received within 7-10 business days. Expedited processing is available for a $25 fee, which will be charged to the card.

Campus Card for BYU Departments

Campus Cards for BYU Departments are issued through Financial Services and allow departments to make purchases at participating campus locations, including:

• BYU Store
• Dining Services
• Print & Copy Centers
• Other locations that accept Cougar Cash.

Transactions are imported into Workday, where they are processed through an expense report in the same manner as university credit card transactions.

Learn more about Campus Cards.

University Credit Card Procedures

All credit card transactions are imported into Workday. Cardholders or their delegates are responsible for:

• Completing expense reports.
• Attach electronic copies of receipts.
• Providing a business purpose for the good or service purchased.
• Submitting reports to be approved by designated approver(s).

Receipt Requirements

• Receipts under $50 for travel expenses are recommended but not required.
• Receipts are required for all purchasing (non-travel) card transactions regardless of the amount.
• For recurring subscription services, documentation of the monthly subscription amount established at enrollment should be attached to each monthly charge.
• Receipts should include
  
  • Vendor name
  • Purchase date
  • Itemized description of purchases
  • Total amount paid
  • Form of payment

Preferred Purchasing Methods

Whenever possible, commodities should be purchased through supplier websites connected to Workday Procurement. These suppliers provide negotiated university pricing.

For commodity purchases under $3,500 that are not available through Workday supplier websites, the preferred payment methods are either a Department Purchasing Card or Corporate Card.

Prohibited Uses

University credit cards may be used only for valid, authorized, and necessary university business expenses. The following uses are prohibited:

• Personal purchases. Misuse or misappropriation of university funds may result in disciplinary action, personal financial liability, termination of employment, and/or criminal prosecution.
• Gift cards, gift certificates, or any other cash equivalents.
• Splitting a transaction into multiple purchases to avoid authorized transaction limits.
• Payments to independent contractors or employee wages.
• Hazardous materials.
• Purchases from restricted high-risk vendors, including:
  
  • Jewelry and precious stone merchants
  • Coin dealers
  • Pawn shops
  • Cash product vendors (such as Western Union or Venmo)

Expense Reporting and Cardholder Responsibilities

University credit cards are paid in full each month.

Cardholders are responsible for submitting expenses in Workday within 30 calendar days of either return date of trip or the transaction date whichever is later.

If expenses are not reported within 60 calendar days of either return date of trip or the transaction date whichever is later, the university may assess a fine through the university compliance report, suspend card privileges and/or report the expenses as taxable income to the employee.

Suspended cards may be reactivated only with approval from their Finance Business Partner.

Employee Termination

Employees must surrender their university credit card upon termination of employment and attach all remaining transactions to an expense report and submit it for approval prior to your last day of employment.

Employee Leave

Employees on leave may retain your credit card if your department agrees. You should attach all remaining transactions to an expense report and submit it for approval prior to going on leave. Your credit card should not be used while on leave.

Employee Transfer

Employees with a corporate card or travel card are eligible to use their card with their new department if your new Finance Business Partner agrees. They will send an email to card-management@byu.edu authorizing your card for use in your new job.

During the transitional period separate expense reports should be completed for the previous department expenses and the new department expenses using appropriate work tags.

Employees that act as a custodian over a department purchasing card or fleet card are not eligible to use their cards with their new department. In this case, your card should be closed and a new department purchasing card and a new fleet card should be issued to the new custodian that fills your position.

Lost or Stolen Credit Cards

If a card is lost or stolen, immediately contact JPMorgan at 1-800-316-6056 to report the incident.

Employees Without a University Credit Card

Employees who are not assigned a university credit card should use a Department Purchasing Card or Campus Card when making university purchases.

Employees should not use personal funds or personal credit cards to pay for university expenses.

If extenuating circumstances require an employee to use personal funds because a university payment method was not available, the employee must include an explanation in the Workday expense report describing why a university credit card could not be used.

Expense reports submitted without an adequate explanation may be referred to the employee's Finance Business Partner for review.

Last updated: July 23, 2026

Resources:
Agreement for Department Purchasing and Fleet Cards
Agreement for Purchasing, Travel, or Corporate Cards
Department Purchasing Card Log
Basic Cardholder Training