Purchasing Card Used in Error by Cardholder
If a cardholder uses the Purchasing Card in error—for instance, makes a personal purchase thinking that he or she has used a personal credit card—the cardholder must immediately contact his or her Purchasing Card local administrator. In some cases, the vendor may be able to credit the Purchasing Card for the amount charged in error and accept a personal credit card instead. If this is not possible, the cardholder must write a check made payable to Harvard University for the full amount of the charge. A cardholder in this situation must contact his or her local administrator for details on the check process. All charges made in error must contain a detailed explanation in the settlement system, and copies of supporting documentation indicating that the University was reimbursed in full must be retained locally in the event of an audit.