Credit Card Services

How to Get a Card

Individuals/Departments must complete a Cardholder Application with the appropriate approval from the applicant’s Supervisor/VP. After the application is received, it is submitted to the Office of the Card Services and the CFO for review and final approval. If approved, the applicant is notified and the application is processed through J.P.Morgan. Please Note: The credit card takes approximately 15 days to be processed.

Please reach out to cardservices@njit.edu to determine your eligibility for a Credit Card before submitting an application.

How to Activate Your Card and Set a PIN

After receiving the physical copy of your credit card, please follow the instruction booklet in the credit card packet.

IMPORTANT: Please retain the Access Codes provided securely for your records for verification purposes.

• Access Code 1 : 9 Digits – Your SSN#
• Access Code 2 : Last four digits for your NJIT ID# 

Please read the NJIT Credit Card Procedure

• Corporate Credit Card
• Gas Card
• Anthony Travel Ghost Cards

The credit card program pertains to faculty, instructional staff, administrative staff and students who incur travel expenses while on university approved business. The university will reimburse travelers for reasonable, necessary, appropriate and approved travel expenses, as defined, while performing university business consistent with full compliance of applicable Federal and State regulations, grant and contractual obligations, and other university policies.

Please reach out to cardservices@njit.edu to determine your eligibility before submitting an application.

Card Holder Responsibilities

Cardholders are responsible for all charges made to the card which has been issued to them. The individual cardholder is responsible to NJIT for charges incurred on the credit card. Payment of charges to the bank is the responsibility of the University.

Reconciliation Responsibilities

It is the responsibility of the cardholder to review and reconcile their expense transactions monthly into NJIT’s travel and expense reporting system by Chrome River on Highlander Pipeline.

Approver Responsibilities

Assigned approvers are responsible for reviewing and approving reports by logging into Travel & Expense Reporting - by Chrome River on Highlander Pipeline under Finance Services. Expense reports must be approved within 3-7 business days of the expense owners report submission.

How to reconcile monthly transactions

• Credit Card transactions appear in the cardholders Chrome River eWallet-Credit Card account via a daily transaction integration feed from the bank. Note: You will not receive a physical credit card statement.
• Cardholders must complete and submit a credit card reconciliation report on the 5th of every month for the prior month's expenditures. Reconciliations submitted after the 15th of the month are considered late and may result in the cancelation of the card.
• Login to NJIT Canvas (NJIT Canvas | Canvas) and under Published Courses > NJIT Finance Training> Module 4 and select Chrome River for instructions on “How to Complete a Credit Card Reconciliation Report”.

All credit cards have pre-approved credit limits per billing cycle and the balances are paid by the University. The Corporate credit card runs on a monthly billing cycle and the cardholder is responsible for reconciling the balance.

Requests for temporary limit increases may be directed to cardservices@njit.edu for the credit limit approval form. Please include the requested amount for increase, detailed purpose of usage and dates of the intended purchase.

1. Expenses and/or fees associated with social or non-mandatory activities at conferences, such as tours, sports activities, movies, theater tickets, in-room movies, in-flight movies, mini-bar etc.
2. As mandated by the Federal Government and the State of New Jersey, alcohol is not typically an allowable expense. Alcoholic beverage reimbursement is not permitted on any grants, contracts or other restricted funds without specific advance approval from the sponsor and justified as part of the budget narrative for the research being conducted. Any alcoholic charges on a meal reimbursement must be excluded including the associated sales tax. For unrestricted funds, alcohol may be a reimbursable business expense in certain limited circumstances when there is an approved business justification made at the Vice President level or except when part of official fundraising activities for the Office of Development & Alumni Relations or the Office of the President.
3. Spouse's/family member's travel costs, unless otherwise specified in an employment contract.
4. Lost/stolen cash or personal property.
5. Personal items, gifts and services (e.g., shoe shines, haircuts, manicures, saunas, massages, pet care costs, souvenirs or personal gifts, child care costs, and personal reading materials).
6. Entertainment, lobbying, or the acquisition of goods or services for personal use.
7. Meals provided by event sponsor, conference, hotel, etc.
8. Fees incurred for changing reservations unless there is a business justification.
9. Costs associated with upgrades to business/first class.
10. Chartered or private aircraft are prohibited.
11. Personal or Rental vehicle expenses related to damage or repairs, tickets and fines associated with parking and moving violations, and charges for vehicle lockouts.

Credit card charges can be disputed by calling J.P. Morgan for reasons that include issues with delivery, quality, service, duplicate charges, or incorrect pricing. However, if you see one or more charges on your card that you know you did not authorize, the card may have been compromised. Please refer to the section Lost or Stolen Cards.

Before disputing an erroneous credit card charge, you must contact the merchant who processed the charge to see if the disputed charge can be resolved. For all disputed charges please keep a record of your communication with the merchant; this may include emails, texts, and/or a record of phone calls that includes the name of the person with whom you spoke, the date you contacted the merchant, and the merchant’s response.

If the merchant is unable to provide a satisfactory resolution, then you may proceed with disputing the charge with J.P. Morgan. All disputed charges should be addressed within 7 days from the date of purchase. If an item is returned and a credit is issued, the cardholder must verify that the credit is reflected on the monthly statement.

Lost or stolen credit cards must be immediately reported to J.P. Morgan 800-316-6056 and to the Assistant Vice President for Business Services at 973-596-3155. This number is equipped with a messaging system for after hours and weekend issues. The NJIT Card Administrator will handle securing a replacement card in a timely manner. Please reach out to cardservices@njit.edu to receive your access code for verification.

In the event of a personal expense charged accidentally on NJIT Credit Card, follow the steps below to reimburse the University:

1. Write a check or pay the amount in cash to the Bursar's office.
2. Provide the home index and the allocation account code related to type of expense.
3. Upload the receipt received from Bursar to the corresponding line item in the Chrome River Credit Card Reconciliation Report.

If you leave NJIT, transfer to another department, or choose to cancel your card for any other reason, you must return your card to your Supervisor/VP and notify us at cardservices@njit.edu. The Card Administrator will cancel the card. The University does not reissue the same card number to other employees for use.

Additionally, if the card is being canceled because you are departing NJIT or transferring to another department, prior to your last week on campus or in your department, you must return all receipts, credit slips, invoice, and other documentation for pending purchases to the member of your department who will be responsible for reconciling expenses after your departure.