The Old Dominion University Research Foundation is administered through Bank of America Credit Card Services. The instrument used for this program is a VISA corporate credit card program. Each month the individual cardholder will download a statement of card activity using Global Card Access (Global Card Access – Login (works.com).

The cardholder is responsible for downloading the statement, reviewing the card activity and authorizing payment of the current charges. The cardholder is to appropriately code the project number and object code for all charges on the statement. Project numbers and object codes may be recorded directly on the face of the monthly statement, or a Settlement Sheet may be used if there is insufficient space on the statement. Appropriate supporting documentation in the form of sales receipts, packing lists, credit card slips, hotel portfolio statements, etc. should be attached to the statement. The statement should be signed by the cardholder and the “Manager Signature” should be the Principal Investigator/Co-Principal Investigator or other individual (not the cardholder) who has procurement card settlement delegation for the listed project(s) on file. Once obtained, please forward to ODU Research Foundation Accounts Payable at rfinvoices@odu.edu for processing. 

Please make sure make sure you provide a detailed receipt (must have description and amount). All food receipts need a list of people and reason (alcohol must be separated from food charges), memberships and subscriptions need the start and end dates. Regalia is unallowable and will need to be paid back if charged. If statements are not received in time these charges can be charged to the guaranteed account for your card.

ODU Research Foundation Accounts Payable will process all credit card payments on a monthly basis. Detailed project activity reports will reflect credit card charges as “Bank of America” in the description field with “VISA and month of the statement” indicated in the reference field. Any questions concerning the amounts reflected in the project activity reports may be directed to ODU Research Foundation Accounts Payable at rfinvoices@odu.edu.

Additional terms and conditions governing the use of an ODU Research Foundation procurement card are:

• The single purchase limit on all credit card purchases is $2,000. All purchases made with the procurement card are subject to the same guidelines as to the reasonableness, allowability, and allocability as any expenditure on a sponsored program.
• Security and safekeeping of the card is the responsibility of the cardholder.
• Misuse of the card will result in the forfeiture and possible payroll deduction of unaccountable expenditures.
• Cardholder will attempt to resolve any billing disputes directly with the supplier.
• Bank of America Customer Service inquiries may be made to 1-888-449-2273, 24 hours a day.
• Cardholder will notify Bank of America immediately if the credit card is lost or stolen. The telephone number to report lost or stolen cards is 1-888-449-2273, 24 hours a day.
• Cardholder will surrender procurement card to ODU Research Foundation upon the termination of employment.

Inquiries concerning the ODU Research Foundation Procurement Card Program may be forwarded to the Program Administrator, Dawn Hamilton, at shamilto@odu.edu.