Declining Balance Cardholder Agreement

Procedures for using the declining balance credit card are as follows:

  • Declining Balance credit cards must be requested at least 14 days prior to the date needed
  • The Declining Balance credit card is designed to facilitate and expedite the purchase of goods and services for your Miami University Workshop. No personal purchases are to be made with the credit card.
  • You are responsible for documenting your travel expense by submitting your ORIGINAL receipts, Currency Conversion receipts, and Workshop Log to Global Initiatives
  • 30 Days after travel end date – Workshop Log/Receipts Due & Unspent Funds Returned
  • 60 Days after travel end date – Formal Periodic Statement issued if receipts/unspent funds are not received
  • 90 days after travel end date – Notice to the employee that any non-documented amount or unreturned amount will be submitted to Payroll for inclusion as additional income. Any future credit cards will not be issued.

Any remaining funds that were withdrawn as cash from card:

  • Returned to the Accounts Payable Office (107 Roudebush Hall) in the form of a check
    payable to Miami University
  • Return the declining balance card to Accounts Payable. The card will be deactivated within
    one week of the travel end date.
If the card is lost, misplaced, or stolen, the cardholder is responsible for contacting Bank of America immediately 888-449-2273 and informing the Accounts Payable Office 513-529-9200.