Corporate Card
Northwestern Corporate Card
Northwestern’s Corporate Credit Card (P-Card) offers University community members greater purchasing flexibility and a more efficient and streamlined experience for small dollar, low risk transactions. The card features enhanced security and seamless expense monitoring and approval via My Wallet.
The Corporate Card, issued by JP Morgan, features built-in chip and pin technology, helping deter data theft and counterfeiting. The card is not tied to the cardholder’s personal credit as it is a corporate liability card.
Getting a Card
To obtain a card, simply fill out the Northwestern Corporate Card Application and Agreement Form and submit, it will then route to the Corporate Card office, part of Procurement and Payment Services. Prior to submitting your application, please ensure you route it to the appropriate approving office for your department or school:
- Schools: Dean’s Office
- Central administration: Leadership of the Functional Area
- Fraternities and Sororities: Student Affairs and the applicable House Corporation (contact Sheila Driscoll at s-driscoll@northwestern.edu)
- Please review the Cardholder Guide for special school and department eligibility requirements
Prospective cardholders must also meet the following eligibility requirements:
- A United States resident
- A permanent employee of Northwestern University
When requesting a card, one of the following transaction limit and monthly credit limit options need to be selected:
|
Per Transaction Limit
|
Monthly Limit
|
|---|---|
|
$500
|
$1,000
|
|
$2,500
|
$5,000
|
| $4,999 |
$10,000 |
Departments and schools can request alternative transaction limits if they have any special purchasing circumstances.
Training
Approved cardholders are invited to attend a training session led by the Corporate Card office to learn more about the various features, policies, and procedures associated with the card. Cards are either distributed at the end of the session, or available to pick up on a later date at the following locations:
- Evanston: the Corporate Card office at 2020 Ridge Avenue
- Chicago: the Depository Services office in Abbott Hall
Please note that a photo identification is required (University Wildcard or driver’s license), and cards are only provided to the cardholder.
All cardholders should review the Cardholder Guide,as they are responsible for understanding and adhering to all enclosed policies and procedures. Cardholders should also review the Travel and Entertainment Policy and the Purchasing and Payment Policy.
Using the Card
Please use the Corporate Card for official University business expenditures only, and not for personal expenses. When applicable, contact the vendor and agree to the price, quantity, terms, and delivery date.
Please use the chart below as a guide when considering whether you can use your card to make a specific purchase:
| Acceptable purchases include: |
Unauthorized purchases include: |
|---|---|
| Conference registration fees |
Personal purchases |
| Subscriptions |
Cash advances |
| Membership dues |
Excluded, high risk merchant categories |
| Emergencies (products or services) |
Any item exceeding the card’s pre-established transaction limit |
| Internet orders (when item needed cannot be found from any other source) |
Alcoholic beverages may only be purchased for functions hosted by Northwestern and should be charged to account code 76727 |
| Local purchases when there is no time to wait for next day delivery |
Travel expenses such as airline tickets, hotel accommodations, and car rentals |
| Small dollar purchases when a purchase order (PO) is not necessary |
Entertainment expenses, meals |
| Under no circumstances should a purchase be split into multiple transactions to bypass the single transaction dollar limit. See the Corporate Card Cardholder Guide for special school and department restrictions |
Cardholders should also obtain a receipt at the time of purchase. If the purchase is made via phone, mail, or internet, make sure the vendor sends a receipt via email or includes the receipt with the goods when the product is shipped to you. This receipt is the only original documentation that a purchase was made using the card.
Purchases must comply with the following:
- Corporate Card Cardholder Guide
- Northwestern Travel and Entertainment Guidelines
- Northwestern Purchasing and Payment Policy
Prior to using the card, cardholders should confirm whether or not the given product or service is available through a Northwestern Preferred Vendor or in iBuyNU. More information is available on the PPS Preferred Vendor page.
Amazon
In order to make tax exempt purchases from Amazon, you must have an Amazon account that is for university purchases only, as well as a corporate card. This account must be registered under the Northwestern University business account. You must contact the Corporate Card, office who will then send you an invitation to register your account.
*Please Note: If you have a prime account for personal use, you may share it with your new business account, however Northwestern will not pay for the membership cost. *
For more information on how to set up an Amazon account for on behalf of Northwestern University, please visit Payment and Procurement Services.