Duke

General

1. Does the Corporate Card have any impact on the cardholder's personal credit reference?
   No. The Corporate Card is a corporate (central-liability) card, not a personal (individual-liability) card.
2. What suppliers accept the Corporate Card?
   Any supplier who accepts Visa should accept Duke's Corporate Card. However, if the supplier accepts Visa, but is unwilling to accept Duke's Corporate Card, the cardholder should contact Employee Travel & Reimbursement at 681-0208 option 1.
3. Can individuals who are not Duke Employees be cardholders?
   No, only Duke Employees can be cardholders. Bank of America capital does not extend liability coverage for employee misuse to cardholders who are not Duke employees.

Purchasing

1. What can I use the Corporate Card to purchase?
   GAP 200.135, Procurement Overview will give you guidelines on which procurement method to use. GAP 200.024, Corporate Card Purchases provides guidelines on corporate card usage. The Corporate Card Manual is also available on the web.
2. What do I do if a vendor or individual requests our tax identification number?
   GAP 200.028, Request for Tax Payer Identification Number & Certification (W-9) provides you instructions for completing and downloads of W-9 forms for each company code.
3. Under what circumstances will a purchase using the Corporate Card be declined?
   The purchase will be declined if:
   

   1. the cardholder has exceeded the designated transaction, daily or monthly transaction limit
   2. the cardholder attempts to use the card for a blocked supplier category
   3. the incorrect expiration date is used
   4. the card has not been activated
   5. the card has expired
   6. the card has been flagged as caution by Bank of America's Fraud Department
   7. the incorrect billing address was supplied to the merchant.
4. What should I do if my Corporate Card is declined by the supplier?
   Contact your WORKS administrator to verify that the information furnished to the vendor is correct. Verify that your purchase did not exceed your cardholder limits. If the information is correct and you did not exceed your limits, contact Employee Travel & Reimbursement by email at corporatecardduke.edu or by phone at 681-0208 option 1.
5. Are receipts required for meals?
   Detailed receipts are required for all meals except for individual meals less than $50 for employees while traveling.
6. May I charge travel transactions made in advance (e.g. airline tickets) to a grant or contract?
   If travel is approved for the respective grant or contract, you may charge these transactions to the grant or contract. In the event the travel is canceled, the associated charges must be transferred off of the grant or contract code.
7. Can gas for personal vehicles be purchased with the Corporate Card?
   No, gas for personal vehicles is not allowed on the Corporate Card. Employees should request reimbursement for business miles driven with personal vehicles using the prevailing IRS determined mileage rate via a Travel Expense form or Miscellaneous Reimbursement form. Gas purchased for rental vehicles is allowed to be charged to the Corporate Card.

WORKS

1. If I have a question about which General Ledger Account code to use for a charge, who do I call?
   Contact Accounting Systems and Procedures at 684-2752.
2. Can individuals who are not Duke Employees be WORKS administrators?
   No. WORKS administrators should be Duke employees due to the potential risks associated with giving individuals who are not employed by Duke access to sensitive data.