Administrative and Finance – Business Services / Student Accounts

Corporate Credit Card Instructions

MasterCard credit cards are available and provided to employees for the purpose of charging legitimate travel and entertainment expenses to the College. Cardholders should not use corporate credit cards to circumvent the Colleges purchasing function by charging for other than approved travel-related expenses unless previously approved by the VP of Finance/CFO.

Authorization to obtain a card must be through the VP of Finance/CFO. Although the card is issued in an individual’s name, it should be considered College property.

Complete details and more information may be obtained through the Business Services department.

Credit Card Expense Report Procedure

Once a month, Business Services receives an invoice from MasterCard for payment. The cardholder will then submit an electronic expense report monthly via the website https://smartdata.jpmorgan.com.

Your monthly report is due to our office by the 5^th business day of each month. This ensures us proper time to look them over and process them.

If your report has not been received by the due date, you will be contacted and notified of what charges you still need to submit. Your card privileges may be suspended until the proper paperwork has been received by the Business Services department.

Office Supplies & Other Supply Ordering Instructions

Office Supplies

Amazon and Staples are the preferred office supply vendors. Staples does have supply prices that have been pre-negotiated. To order supplies, please use either the online Amazon or Staples ordering portal. If your department has not been given access, please contact Mary Tarte in the Business Services department and she will arrange the access. Orders are placed daily and are usually delivered the next business day or day after. Please have supply requests to Purchasing by noon. Supplies are delivered to each office by the mailroom.

Copy Paper, Envelopes, and Letterhead

Please email Mary Tarte to request copy paper, CCS envelopes and CCS letterhead. Department letterhead should be ordered through Business Services if back-stock is running low via a purchase requisition.

Business Cards

Business cards are ordered through the Human Resources Department.

Coffee and Water Supplies

Coffee pods/packs, cups, sugar, tea, creamer and other supplies should be purchased via an approved method by the department for use of their entire department.

Water coolers are strategically placed around campus. The water vendor is Absopure. The delivery company will bring the water to campus every other week. Please contact Mary Tarte if you are in need of any water bottles.

Disposing of a College Owned Asset

If a college owned asset becomes unusable and needs to be disposed please contact Business Services in writing with a description of the asset, the property tag number (i.e. red tag) and the reason for the disposal. The Business Services department must properly account for the disposal and remove the asset from our inventory system.

Selling A College Owned Asset

The sale of ANY college-owned assets must be pre-approved by the VP of Administration and Finance before the sale occurs. Once approved, the Business Services department must be notified so the sale can be properly recorded and the buyers’ information is documented. Again, departments may not sell college-owned assets without permission.

Reporting A Stolen College Owned Asset

If you become aware of any college-owned asset that has been stolen or is noticed to be missing you must notify Campus Safety. A copy of the incident report will be provided to Business Services so that the asset can properly be accounted for and removed from our inventory system. Remember, the college has a fraud hotline (call 313.664.7998) that may be used to report stolen property while remaining anonymous.

The policy in full can be found HERE.

Docusign Payment Requisitions, Purchase Requisition, and Travel & Expense Form Procedures

Fill out your form like usual but leave out the signatures on the bottom left. Then save it in a place you can easily get back to.
Navigate to Docusign and then click Login in the top right corner.

Log in using your CCS email and the password you set up after your invite.
On the home page, select the yellow NEW button towards the top of the page.

Then select Send an Envelope.

Then click the blue UPLOAD button to attach your completed payment or purchase requisition.

If you have any invoices, quotes, receipts or other backup that would normally accompany your form to the Business Services department, please add it as another document upload using the same blue button from Step 6.
The system might recognize what form you are and suggest a template to apply. If it does, please select the appropriate file and then skip step 9. If it does not, please move on to step 9.

Next click on the three vertical dots button on the right of your file name and select Apply Templates.

Please click the heading named Browse at the top and it will show you the templates available. Select either the Payment Requisition, Purchase Requisition, or Travel & Expense template depending on what you are submitting to us and click Apply Selected.
Scroll down and add your Department Chair, Director, or Authorized Signer information under the appropriate field.
If it’s over $1,000, then add your President/Vice President’s/Dean’s information under the correct section.
If your purchase or payment requisition is not for a capital item please remove the “VP of Finance/CFO – Only if capital item” by clicking the X that shows up next to that section when you hover your pointer over it. This section will not appear on a Travel & Expense form.
For Purchase Requisitions, please delete one of the signers in spot 4 based on if your request is for $1,000 or above. For Payment Requisitions and Travel & Expense forms, please leave the Accounts Payable/Business Services approval’s alone as this is how your order/payment will be processed.
Scroll down and you can change your Email message that the signers will receive. We recommend adding adequate information so the signers know what they are being asked to sign when they receive the message.
Then click Send Now.
You will get emails along the way, so that you know where your document is in the process.