Student Organization Visa Program

Currently Registered Student Organizations have the option of obtaining a Visa card to pay for supplies and other items purchased off campus. These Visa cards can be checked out via the SOuRCe in the Student Union.

Procedures for obtaining a Visa card

In order to obtain a Visa card for your organization you will need to ensure that your organization has a current registration form and constitution on file at the SOuRCe and your organization is in good standing with the University. One of the group’s officers will need to fill out the VISA CREDIT CARD APPLICATION FORM in order to obtain a card. The application requires that you indicate three other authorized users of the card. You should ensure that the other authorized signers are responsible members of your organization who may be asked to make purchases for the organization. You and these authorized signers are the only ones that will be allowed to check out the card from the SOuRCe. Proper identification will be required for check out.

You will need to complete all required information on the form and have it signed by your Student Organization Advisor. After your application is filled out and signed by your advisor you can turn the application into the SOuRCe at the Student Union, Room 130.

After your application is received it will be reviewed and then forwarded to the Purchasing department for processing. When your card is ready you will be contacted that your card is available to you in the SOuRCe. It will take approximately five days to receive your card. You will need to go through a short orientation of its use by a SOuRCe Liaison before you first use the card.

Procedures for using the Visa card

When you want to use your Visa card for your organization you will need to complete a VISA REQUEST FORM with the information outlining your potential purchase. You will need to indicate the vendor and address of where you anticipate using the card, the name of your group, the account number that you wish the purchase to come from, your advisor name, your name and phone number and an estimate of the cost of what you wish to purchase. You will also need to bring your picture Student Identification card along with the request form. The Liaison in the SOuRCe will check these items and check your EAF or SAF account to ensure that you have the funds available to cover your purchase. This is not a guarantee of payment of this purchase; you should be sure through your own bookkeeping of your accounts that you have funds available for the purchase that you are requesting.

You are limited to $100 per day on your Visa Card, if you anticipate that your purchases are going to exceed this limit you would need to indicate that on the form and bring your form to Susan Beke in Buchtel Hall Room 202. She will review the request and will work with the purchasing office to have the $100 per day limit increased for one day. This process should not take more than one business day, but in order to ensure that you receive the release when it is needed for your group, you should plan ahead and allow for additional processing time for your Visa request. Once Susan Beke has reviewed the request for an increase she will approve the increase and send the form back to the SOuRCe for you to pick up the Visa Card.

If you wish to use the Visa card for travel there are additional procedures that you will be required to do before obtaining the Visa card. You will need to fill out a TRAVEL AUTHORIZATION FORM have it signed by your advisor and bring that along with your VISA REQUEST FORM to Susan Beke in Buchtel Hall Room 202. Visa cards do not automatically have authorization for travel use; therefore an exemption will need to be obtained from purchasing for this type of transaction as well. Once Susan Beke has reviewed the travel authorization she will approve along with the VISA REQUEST FORM and send to the SOuRCe for you to pick up the Visa card.

When the SOuRCe liaison has checked your ID and request form you will be asked to sign out the card. Your sign out will indicate the date that you signed out the card and your agreement that you will abide by the University purchasing policies and EAF policies that govern fundable purchases. Your advisor will be notified via email of the purchases that you made.

You will be expected to turn back in the card and the original receipts within two business days of checking out of the card. If the card is not brought back with the original receipts within the expected time frame the card will be canceled and the student organization will not be able to utilize this privilege for the remainder of the fiscal year.

After you have brought back the card and receipts the SOuRCe Liaison will record the date and time of the return, attach your receipts to the VISA REQUEST FORM and forward that form to Susan Beke in Buchtel Hall Room 202 to be recorded into your EAF or SAF accounting worksheets maintained in that office. Your Visa receipts will be maintained in your student organization file located in that office. Please maintain a copy of the receipts for your files.

Precautions for your Visa Card

The Student Organization Credit Card is University property and should be secured just as you would secure your personal credit cards. If a card is lost or stolen, the cardholder should immediately notify JP Morgan Chase (phone number: 1-800-VISA-911) and also the Department of Purchasing at 330-972-7340. Written confirmation of card loss should also be sent to Purchasing as soon as possible to limit University liability.

Upon receipt of your call, further use of the Credit Card will be blocked. Prompt action in these circumstances can reduce the University's and your Organization’s liability for fraudulent charges

The cardholder and the authorized signers are the only people who can authorize a purchase to be made with this credit card! Finally, remember you are committing University funds each time you use the Student Organization Credit Card. This is a responsibility that cannot be taken lightly.

Sales Tax

The University of Akron is a tax-exempt organization. Therefore, we are not subject to many federal taxes and are always exempt from State of Ohio Sales Tax. Cardholders should remind all vendors of our tax-exempt status and be sure that Ohio Sales Tax is not added to the invoice. If needed, copies of the University's Tax Exemption Certificate may be obtained from the Department of Purchasing. Should you have any questions regarding whether or not tax should be paid, please contact the Department of Purchasing at 330-972-7340.

Some suppliers may require a "Tax Exemption" form before deducting the sales tax from a University purchase. For your reference, the University’s Tax Exemption number is 34-6002924 and is also shown on the Student Organization Credit Card. Blank exemption forms may be obtained from the SOuRCe in the Student Union Room 130.