Returns, Credits and Disputed Charges

Should a problem arise with a purchased item or charge, the cardholder must attempt to first resolve the issue directly with the supplier.  If a return/refund is processed, the cardholder must make sure the credit appears on a future statement.  The returned, credited or disputed item shall be noted in the expense description field when reconciling in GCMS.

If a cardholder cannot resolve a disputed transaction directly with the vendor, they should contact Citibank at 1-800-248-4553 to initiate the dispute process.

Returns:  If a cardholder needs to return an item to a supplier, contact the supplier and obtain instructions for return. Note that some suppliers may charge a restocking or handling fee for returns. All returns should be indicated in the expense description.

Credit:  If an item is accepted as a return by the supplier, a credit for this item should appear on the following month’s statement. All credits should have department account number allocated with object code. The month the original charge was made should also be indicated in the expense description.

Disputed Charges:  If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly. All disputed items should be indicated in the expense description.


Page last updated 7:54 AM, June 25, 2020