Diego has corporate credit cards for each of his major studies: REWARD-31, GABA, UH, ELS, and RDoC (the ELS and RDoC cards will end in May 2017).  In addition there are two general purpose cards, one for LATN and one for the Center.

• Dave manages the credit cards for the lab.
• Specific information about each card can be found in the common\confidential folders
• You should file a hardcopy record of credit card purchases in the locked file cabinet in your cubicle. Place the receipt in the appropriate month for the appropriate card.
• Make sure to log all credit card spending in the Expenses.xlsm file
• If a card gets declined it is usually for one of two reasons:
  • The mailing address for the card was entered incorrectly.  Consult the Diego_Cards file, and use the address exactly as it appears
  • The vendor isn’t in an ‘approved’ category. This can happen unexpectedly with a new vendor, or even with a new taxi service while travelling.  The Corporate Card group can enable the vendor, or the entire category, for future use. You can email mmcorporatecard@partners.org or call to get approval. Usually they are pretty reasonable, but it will take a day or two to make the change.

Some studies or projects do not have their own corporate credit card, so they will use the LATN Sundry card instead (for example, to pay for a Craig’s List ad).  Whenever you use the Sundry card for a project, the expense will subsequently have to be transferred to the correct fund.  Enter a note in the Expenses file identifying the study and send an email to Janice including the date, vendor, amount, purpose and any other relevant information.  This will let her know that the charge needs to be moved from the Sundry fund to the correct project fund.

Ordering Supplies or Services through a Website

If something is not available through the eBuy portal, or if the vendor is not an approved Partners vendor, one option is to order the item online using one of Diego’s credit cards.

• Note that many items not available from a preferred vendor on the eBuy portal can be ordered using a Special Item Request on eBuy.
• Ordering through a website is usually done for psychological society memberships, conference hotel bookings when there is a conference rate that Egencia doesn’t have. Some software products and other digital products can only be purchased this way. Buying from Amazon.com can only be done with a credit card.
• The Corporate Card Management department reviews all credit card spending. If you know the purchase will attract attention (i.e it’s a large expense, or not obviously related to research), it is sometimes worth emailing to alert them that you will be ordering online. Similarly, if you run into problems, you would contact them to get permissions to order the item. Email mmcorporatecard@partners.org
• Remember to print the receipt and file under the appropriate grant card folder.