Effective Date: July 19, 2020
Issuing Authority: Executive Vice President for Administration and Finance
Policy Contact: Director of Purchasing, 478-301-2402
Purpose
The purpose of this policy is to provide guidance on purchasing card fraud.
Scope
This policy applies to all purchasing card holders of Mercer University
Exclusions
None
Policy Statement
Cardholders are to review all transactions to verify that the account activity is authorized on a frequent basis or at least monthly when statements are available.
If there is a suspicious transaction or the cardholder is made aware of a fraudulent transaction to your card account, notify Suntrust immediately at 1-866-495-5411 and contact the University PCard Administrator, Jessica Hall 478-301-2633 and the Director of Purchasing Lisa Butler 478-301-2951.
If Suntrust is not notified within 60 days from the date on the last bill cycle with the fraudulent transactions, charges cannot be disputed and the cardholder will have to provide an account to expense disputed charges to.
Once Suntrust has verified the fraudulent transaction, Suntrust will fax the cardholder a fraud affidavit form to complete and fax back. Please also provide a copy to the University PCard Administrator, Jessica Hall 478-301-2633 of the signed affidavit form to the Purchasing Office. Suntrust will require this form be returned in a timely manner, and if not, Suntrust will assume the transactions are valid. If Suntrust assumes the transactions are valid, then charges cannot be disputed or initiate the process to remove the charges from the cardholder account. The fraud charge or charges will remain on your account until the investigation is complete. Additional information such as a police report may be required or requested by Suntrust Chase during the investigation. Please respond to all requests in a timely manner and send copies to the Purchasing Department.