U.S. Bank One Card Procedures. Office of Accounts Payable. General Information: (619) Website:

Transcription

1 U.S. Bank One Card Prcedures Office f Accunts Payable General Infrmatin: (619) Website: Updated as f December P age

2 Table f Cntents Intrductin... 3 SECTION 1 U.S. BANK ONE CARD OVERVIEW Eligibility One Card Credit Limits Applying fr a One Card One Card Csts & Credit Ratings New Card Delivery and Activatin Card Cancellatin, Expiratin, and Renewal Travel Insurance and Other Benefits Allwable Transactins Restricted transactins General Guidelines... 6 SECTION 2 CARDHOLDER RESPONSIBILITIES Accunt Mnitring (U.S. Bank Access Online) Cmmunicatin with Crprate Card Administratr Dcumentatin Disputing a Transactin Fraudulent Activity r Referred Accunts Lst r stlen cards Leave f absence (LOA) Misuse f Card Privileges... 9 SECTION 3 OTHER RESPONSIBILITIES Respnsibilities f Supervisrs and Budget Administratrs Credit Card Audits SECTION 4 MONTHLY RECONCILATION Overview Step-by-Step Recnciliatin Prcess Imprtant Ntes SECTION 5 TAX AND OTHER INFORMATION Use Tax Grant and Cntract Expenditures P age

3 U.S. BANK ONE CARD PROCEDURES INTRODUCTION Intrductin The University f San Dieg One Card is a University- spnsred U.S. Bank Visa credit card issued t qualified University emplyees at n charge. The One Card shuld be utilized fr the fllwing University business purchases: 1) all travel and entertainment expenses including airfare, ldging, car rental, meals and ther incidental csts and 2) lw dllar rders f University business-related gds and merchandise. The One Card must be used exclusively fr University business purpses. Persnal transactins n the One Card are strictly prhibited. The gal f the One Card prgram is t eliminate the need fr ut-f-pcket expenses and is designed t prvide an efficient way t prcess lw dllar rders f University business-related gds, merchandise, and travel related expenses. Qualified purchases within a predetermined single transactin purchase limit ($5,000) can be charged directly t the One Card. The prgram als facilitates cmpliance t University and IRS prcedures with regard t substantiatin f business expenses. All One Card purchases are billed centrally t the University and paid t the card spnsr, U.S. Bank, n a mnthly basis. Althugh the purchases related t the One Card are centrally billed, the University emplyee (cardhlder) is still respnsible t ensure all purchases made with the One Card are in cnjunctin with a University f San Dieg business purpse. Cardhlders are required t recncile their statement and/r charges n a mnthly basis t ensure that charges are legitimate and that transactins are psted t the crrect POETS/GL accunt(s). This prgram prvides many benefits t cardhlders, emplyees, departments and the University, fr example: Cardhlders can btain gds and merchandise quickly and efficiently by dealing directly with suppliers; Cardhlders can make travel arrangements and pay fr travel csts directly with the One Card; Cardhlders may use the One Card t make purchases at the USD Trer Stre and/r any f the dining facilities n campus; Cardhlders need nt use persnal funds fr purchases; Purchase requisitins r payment requests are nt required fr qualified purchases; Petty cash funds are nt necessary t cver purchases; The number f purchase rders, invices, payment requests, and checks prcessed are significantly reduced n a University-wide basis; and Faculty and staff can better fcus n value-added activities fr the University. 3 P age

4 U.S. BANK ONE CARD PROCEDURES AND PROCESSES SECTION 1 U.S. BANK ONE CARD OVERVIEW 1.1 Eligibility A full-time emplyee is eligible t btain a credit card if he/she: AND 1) Obtains apprval frm his/her supervisr and budget administratr 2) Travels n University business n a regular basis, rganizes r participates in fficial University events and functins (e.g., lcal business meals, cnferences, etc.), and/r purchases lw dllar rders f University business-related gds and merchandise. The minimum threshld is purchases ttaling mre than $1,000 and/r mre than six (6) transactins per fiscal year. T btain a card, individuals must cmplete the One Card Applicatin; attend an nline One Card training/rientatin sessin; and sign the One Card Cardhlder Agreement. The cardhlder is required t read bth the Accunts Payable Expenditure Prcedures and these One Card Prcedures and adhere t all guidelines within/herein. Cardhlders must als have an active emplyee ID and an active sandieg.edu address. The One Card shuld be used by the individual whse name appears n the card. Cards and card numbers must be safeguarded against use by unauthrized individuals within r utside f the University. Nte: A University One Card is nt a benefit f emplyment. The University reserves the right t terminate individual One Card privileges at any time, with r withut cause. Students, student emplyees, and nn-emplyees are nt eligible t btain the One Card. 1.2 One Card Credit Limits In rder t prevent misuse f the One Card, each card has transactin limits. These cntrls generally include: Mnthly spending limit f $10,000; A single purchase limit f $5,000. Multiple charges and/r splitting a transactin t purchase items exceeding the purchase limit are strictly prhibited and may result in lss f card privileges; Restricted merchant cdes and ther restricted transactins. (See Restricted Transactins belw). When a supplier prcesses a transactin, the transactin is apprved r declined based n the abve criteria assciated with the credit card. The One Card is intended t be a flexible tl fr the departmental prcurement f travel expenses and lw dllar gds and merchandise. If a One Card s 4 P age

5 mnthly spending limit cnstrains its effectiveness fr departmental use, please cntact the Crprate Card Administratr. 1.3 Applying fr a One Card Eligible University emplyees wishing t apply fr a One Card shuld cmplete the One Card Applicatin n the last page f this prcedure manual. 1.4 One Card Csts & Credit Ratings There is n annual fee fr a One Card. Applying fr the One Card will nt affect the cardhlder s persnal credit rating in any way. 1.5 New Card Delivery and Activatin All new One Cards are mailed t the Crprate Card Administratr and will be picked up at the Administratr s ffice. A Cardhlder Agreement must be signed prir t receiving a One Card. 1.6 Card Cancellatin, Expiratin, and Renewal 1. Card cancellatin by emplyee r University A cardhlder can cancel their card by cntacting Crprate Card Administratr at (619) One Cards will be cancelled autmatically upn ntice f terminatin. Upn card cancellatin by a cardhlder r upn ntice f a cardhlder s terminatin, the One Card must be returned t the cardhlder s supervisr r the Crprate Card Administratr. 2. Cancellatin by U.S. Bank A card may be cancelled by U.S. Bank at any time (a written explanatin will be prvided). 3. Expiratin and Renewal The One Card will expire n the date embssed n the card. Apprximately tw weeks prir t the expiratin date, a renewal card will autmatically be sent t the Crprate Card Administratr and the cardhlder will be ntified that the card is ready fr pick up r the card will be sent directly t the cardhlder. 1.7 Travel Insurance and Other Benefits The University s One Card (Visa) prvides travel insurance and ther benefits as fllws. Further infrmatin regarding these benefits may be btained frm the Crprate Card Administratr. Please nte that additinal insurance purchased (at the time f airfare purchase) is nt reimbursable. Travel Accident Insurance (additinal travel insurance shuld nt be purchased) Lst Baggage Insurance Emergency Assistance 5 P age

6 1.8 Allwable Transactins Except fr certain restricted transactins (see fllwing sectin), the One Card may be used fr purchases, within the card s limits. Please refer t the Accunts Payable Expenditure Prcedure Manual fr mre infrmatin regarding allwable transactins. 1.9 Restricted transactins The One Card may nt be used fr the fllwing purchases: Any purchase requiring a purchase requisitin under University plicy Airline first-class r business-class airfare Animals and animal-related purchases Car rental insurance fr dmestic car rentals Cash advances and ATM withdrawals Catering services (where a signed cntract is required) Child care r pet care Cmputers and printers Furniture and furnishings Magazines and ther reading material Membership fees fr frequent flier clubs r airline VIP assciatins Office supplies that exceed $5,000 per transactin Outside travel agency transactin fees that exceed $35 Persnal expenses, gds, and services Prescriptin drugs and cntrlled substances Radiactive and hazardus materials/chemicals Stre (including nline) memberships Travelers checks Telecmmunicatins services, including cell phnes and related mnthly charges Weapns and ammunitin Where apprpriate, restricted items shuld be purchased in accrdance with established purchasing plicies and prcedures (i.e., purchase rders must be issued thrugh Prcurement Services) and disbursements must be prcessed thrugh the Office f Accunts Payable) General Guidelines The One Card shuld be used in cnjunctin with the University s financial plicies and prcedures. Fr further infrmatin abut these plicies, please cntact the Office f Accunts Payable at (619) P age

7 SECTION 2 CARDHOLDER RESPONSIBILITIES 2.1 Accunt Mnitring (U.S. Bank Access Online) Cardhlders must register and access n-line infrmatin abut their credit card charges at USD s rganizatin shrt name is USD. This website prvides cardhlders the ability t mnitr card activity, review available spending limits, access the detail f certain purchases, and dispute unauthrized charges. These activities are available anytime and anywhere there is an Internet cnnectin. 2.3 Cmmunicatin with Crprate Card Administratr The cardhlder is respnsible t tell the Crprate Card Administratr f any/all leave-f-absence situatins. The card must be suspended frm use while the cardhlder is ut f the ffice during a leave-f-absence. The cardhlder shuld cmmunicate any irregular, suspicius, r fraudulent activity t the Crprate Card Administratr, as such activity shuld be reprted t U.S. Bank immediately/as sn as pssible. 2.2 Dcumentatin The privilege f btaining a university credit card cmes with the respnsibility t cnsistently retain and submit adequate dcumentatin fr all transactins n the card. The dcumentatin shuld include an riginal receipt and any ther supplemental dcumentatin that supprts the transactin and business purpse (the cardhlder must prve the expenses were incurred in cnnectin with a business purpse). Accunts Payable requires that the crrect frm (and/r system prcess) is used, alng with riginal dcumentary evidence f expenses incurred. Original dcumentary evidence must include: Original itemized receipts that clearly state the items purchased Transactin date Name f the business establishment (name f merchant) Lcatin Cst Frm f payment used Business purpse Names f all persns invlved Names f the peple wh benefited frm the transactin must be included n the reimbursement/ payment request, regardless f surce f funds, venue lcatin, and frm f payment used. In lieu f individual names fr grups larger than ten (10), the apprximate number r persns, and the grup s identity, alng with the business purpse, will be accepted. Credit card receipts in lieu f itemized receipts are nt an acceptable frm f dcumentary evidence. On-line receipts are acceptable prvided they reflect the methd and prf f payment in additin t the abve items. Althugh exceptins t the dcumentatin requirement are allwed (such as fr mileage, metered parking, and cash gratuities), an explanatin is required and the expenses must be reasnable. 7 P age

8 2.3 Disputing a Transactin The cardhlder is respnsible fr transactins charged t their One Card. Therefre, the cardhlder must ensure the receipt and quality f gds, merchandise, and travel related expenses and reslve any delivery prblems, discrepancies, r damaged gds with the supplier. Returns shuld be made directly t the supplier accrding t supplier requirements. The cardhlder is respnsible fr ensuring that prper credit is psted fr any returned and/r disputed items. If the cardhlder encunters errneus charges, disputed items, unprcessed returns (credits), etc. n their One Card, it is the cardhlder s respnsibility t reslve the issue with the supplier. If the cardhlder is unable t reach agreement with the supplier, they shuld cntact U.S. Bank at (800) and describe the nature f the prblem, the date, and amunt f the transactin. U.S. Bank will wrk with the supplier t help reslve the dispute. 2.4 Fraudulent Activity r Referred Accunts Fraudulent activity must be reprted immediately. In such cases, cardhlders must prmptly phne U.S. Bank (800) If cardhlders are utside f the United States, call cllect (701) (representatives are available 24 hurs a day, 7 days a week). Please als reprt the fraudulent activity n yur credit card t the Crprate Card Administratr at (619) r ap@sandieg.edu. Yu will certify and file a fraud reprt with U.S. Bank and the cmprmised card will be deactivated. A replacement card (with a new accunt number) will be issued t the cardhlder. Please always request that yur replacement card be rush delivered, as nrmal delivery culd take up t ten (10) business days. Yur accunt may becme referred if yur card r card number is cmprmised. In such cases, cardhlders must prmptly phne U.S. Bank (800) t review the accunt. If cardhlders are utside f the United States, call cllect (701) (representatives are available 24 hurs a day, 7 days a week). If the accunt was nt cmprmised, U.S. Bank will allw the cntinued use f the card. If the accunt was cmprmised, yu will certify and file a fraud reprt with U.S. Bank and the cmprmised card will be deactivated. A replacement card (with a new accunt number) will be issued t the cardhlder. Please always request that yur replacement card be rush delivered, as nrmal delivery culd take up t ten (10) business days. Please nte that the cardhlder is required t recncile all f the transactins appearing n their credit card statement, regardless if the transactins are fraudulent charges and in the prcess f being disputed. We suggest using a default accunt t recncile the fraudulent charge(s). Once the fraudulent charge is disputed with U.S. Bank, the cardhlder will receive a credit n their credit card statement. That credit shuld be recnciled using the same default accunt used t recncile the riginal charge(s). Please cntact the Crprate Card Administratr with any questins r cncerns regarding this prcess. 2.5 Lst r stlen cards Lst r stlen One Cards must be reprted immediately. In such cases, cardhlders must prmptly phne U.S. Bank (800) If cardhlders are utside f the United States, call cllect (701) (representatives are available 24 hurs a day, 7 days a week). Please als reprt yur lst r stlen credit card t the Crprate Card Administratr at (619) r ap@sandieg.edu. A reprt will be filed and the lst r stlen card will be deactivated. A replacement card (with a new accunt number) will be issued t the cardhlder. 8 P age

9 2.6 Leave f absence (LOA) It is the respnsibility f the cardhlder, budget administratr, and/r Supervisr t advise the Crprate Card Administratr f any/all leave-f-absence situatins. The card must be suspended frm use while the cardhlder is ut f the ffice during a leave-f-absence. It is als the respnsibility f the cardhlder, budget administratr, and/r Supervisr t advise when the LOA is cmpleted. 2.7 Misuse f Card Privileges The One Card is t be used fr business purpses nly; persnal charges f any kind are strictly prhibited. U.S. Bank rutinely prvides the University with charge activity, and accunt payment and delinquency status. Imprper use f the credit card, and seriusly delinquent accunts, may result in disciplinary actin up t and including terminatin f emplyment. A cardhlder may als be required t attend a refresher training curse n prper usage f the One Card. 9 P age

10 SECTION 3 OTHER RESPONSIBILITIES 3.1 Respnsibilities f Supervisrs and Budget Administratrs Supervisrs and budget administratrs retain respnsibility ver the budgeted funds used t pay charges n One Cards. In rder t ensure prper versight f University funds, supervisrs f cardhlders and budget administratrs must: 1. Review and apprve expense reprts In accrdance with University prcedures, supervisrs and budget administratrs must review and apprve all expense reprts and supprting dcumentatin. The emplyee, tgether with his/her supervisr and applicable budget administratr, are held accuntable that expenses listed n apprved expense reprts are incurred in cnnectin with a business purpse. In additin t reviewing and apprving the expense reprts and supprting dcumentatin, a supervisr and budget administratr shuld: Review and apprve the expense reprt within five business days f receiving the expense reprt frm the cardhlder; Prmptly investigate any unexplained, unusual, r significant items; and Submit the cmpleted expense reprt prmptly t Accunts Payable. 2. Review prcedures fr delinquent cardhlders As part f the disciplinary prcess, supervisrs f cardhlders may receive ntificatin f a cardhlder s payment delinquency. At that time, the supervisr shuld prmptly remind the cardhlder f their respnsibilities utlined in this prcedure manual. Nte that imprper use f the One Card, and seriusly delinquent accunts, may result in disciplinary actin up t and including terminatin f emplyment. 3. Reprt LOA r terminatin f cardhlders Upn the ntice f LOA r terminatin f a One Card-hlding emplyee, the supervisr must: Immediately ntify the Crprate Card Administratr f the ntice f LOA r terminatin; and if terminatin Obtain the One Card and return it t the Crprate Card Administratr. 3.2 Credit Card Audits The University Auditr will cnduct regular audits f One Card activity and transactins t ensure cardhlders and their respective departments adhere t One Card Prcedures. Audits perfrmed by the University Auditr are in additin t and separate frm the regular review and auditing by the Office f Accunts Payable. Exceptins nted during these audits will be cmmunicated t the cardhlder; the cardhlder s supervisr, where apprpriate; the Crprate Card Administratr; and ther University persnnel, as apprpriate, up t and including the Audit Sub-Cmmittee f the Bard f Trustees. These audits will assess adherence t University plicies and prcedures and will specifically examine whether: University issued credit cards are used nly by authrized cardhlders fr allwed University expenses, and are nt used fr inapprpriate expenses; Dcumentatin fr all charges is apprpriate and cmplete especially the dcumentatin f a business purpse and all persns invlved; 10 P age

11 Charges are directed t apprpriate Oracle POETS cdes; Accunt statements are recnciled in a timely manner; Card transactins are reprted n an expense reprt in a timely manner; and Transactin Lgs are being reviewed and apprved in a timely manner. Failure t adhere t University plicies and prcedures may result in disciplinary measures including suspensin r terminatin f One Card privileges, suspensin r terminatin f emplyment, and/r legal actin in accrdance with the terms and cnditins f the One Card Cardhlder Agreement. 11 P age

12 SECTION 4 MONTHLY RECONCILIATION 4.1 Overview Each mnth, cardhlders will receive a statement directly frm U.S. Bank reflecting all charges fr their card fr that billing cycle. Cardhlders shuld dwnlad their statement directly frm U.S. Bank Access Online ( Cardhlders are required t recncile their statement t their backup dcumentatin (i.e. receipts, etc.) each mnth using the prcedures belw. Dwnlad the mnthly statement frm the U.S. Bank Access Online system Fill ut a One Card Transactin Lg with all mnthly statement transactins (cannt leave any transactins ut f/ff f the lg, even if disputing a transactin) Cde each transactin with the apprpriate POETS r GL cding infrmatin Submit the lg and statement with the riginal receipts t Accunts Payable within the timeframe alltted. a cpy f the electrnic lg (excel sheet) t necard@sandieg.edu. All transactins n yur mnthly statement must be recnciled 4.2 Step-by-Step Recnciliatin Prcess 1. On the 25th day f each mnth the cardhlder s mnthly statement will be available t dwnlad frm U.S. Bank Access Online ( 2. The cardhlder will have until the 25th f the next mnth t submit their One Card Transactin Lg fr submitting (i.e. April 2015 statement will be available n the 25 th day f April and the cardhlder has until May 25 th t submit their transactin lg fr prcessing). 3. The cardhlder will include the transactin lg, mnthly credit card statement, receipts/prf f payment, and have their budget administratr and supervisr apprve the transactin lg. 4. Submit the lg and statement with the riginal receipts t Accunts Payable within the timeframe alltted. 5. The cardhlder will a cpy f the One Card Transactin Lg Excel sheet t necard@sandieg.edu fr AP review and use fr prcessing. 6. If the AP ffice has any questins r cncerns, an will be sent t the cardhlder befre prcessing. 4.3 Imprtant Ntes 1. Once the mnthly One Card jurnal entry has been prcessed (by the AP/Accunting clse f each mnth), there will be n editing r crrectins made by AP. 2. If AP des nt receive the cardhlder s transactin lg by the 25th f the mnth, the default POETS will be used t recrd all charges made n the One Card in that specific mnth. 3. If AP des nt receive the cardhlder s statement by the 25th f the mnth and the default POETS is used, the cardhlder will be respnsible fr submitting a jurnal entry thrugh the Accunting Office t distribute expense t ther POETS f their chice within 60 days. 4. The Directr/Crprate Card Administratr will keep a running list f all past due/utstanding transactin lgs and will send ut past due s each mnth. 12 P age

13 5. If a cardhlder des nt turn in their One Card Transactin Lg by the 25th, their credit card will be suspended frm further use after the third missed recnciliatin. In rder t resume the privilege (f having a One Card), the cardhlder must view the One Card Online Training Vide and cnfirm their re-training with the Crprate Card Manager. 13 P age

14 SECTION 5 TAX AND OTHER INFORMATION 5.1 Use Tax Definitin: A use tax is levied in the United States upn therwise tax free tangible prperty by a resident f the assessing state fr use, strage r cnsumptin f gds in that state, regardless f where the purchase tk place. Typical purchases that require payment f use tax include thse dne while traveling (fr things carried r sent hme), thrugh mail rder, r purchases via telephne r internet. Therefre when making purchases as described abve in a state ther than Califrnia the cardhlder must als place the use tax amunt n the transactin lg and the department will be charged fr the tax n that item even if the invice des nt include such tax. USD is respnsible fr paying the use tax n all items purchased in such a manner as described abve. The Office f Accunts Payable will accrue the applicable Use Tax and charge t POETS infrmatin used t recncile the related riginal transactin. 5.2 Grant and Cntract Expenditures Grant and cntract travel and entertainment expenditures can be made with the One Card. Hwever, such purchases are limited t thse csts that can be identified with a particular spnsred prject and meet the specified criteria fr direct csts: Reasnable and necessary fr the perfrmance f the prject; Allcable t the prject; Cnsistently treated in like circumstances as a direct charge t a prject; and Allwable under OMB CIRCULAR A-21 ( Grant and cntract expenditures must als cmply with University plicies even if such plicies are mre restrictive. Only One Card purchases that cmply with award guidelines can be charged t a grant r cntract. When an expenditure is nt allcable t the grant r cntract, such expenditure shuld be charged t an unrestricted surce. 14 P age