WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE

Transcription

1 WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE 1

2 WSU TRAVEL CARD PROGRAM Part 1. Authority MnSCU System Procedure Credit Cards, provides authority for a college, university or office of the chancellor to establish a credit card program for business use only. Each college, university or office of the chancellor must establish procedures and forms for implementing and monitoring their credit card programs. Part 2. Purpose Credit cards provide the University with a cost-effective, convenient and streamlined method of purchasing travel. Reports generated by cardholder activity provide the University with information necessary to better manage University travel activities. This travel credit card will delegate authority for purchasing transportation, lodging, and registration fees for individual employee travel. Part 3. Travel Card Overview A WSU travel credit card will be made available to employees who demonstrate a continuing need to travel on University business. A Visa card in the name of the University will be issued to a State employee upon approval of the employee s supervisor and the Business Office. The University is liable to the credit card company for all charges made in connection with the credit card issued to the individual. These cards must be used by the cardholder for the cardholders individual purchases only. Travel cards cannot be issued to a contractor, contract employee, or student employee. The individual cardholder will receive monthly electronic statements from U.S. Bank to submit for processing. Part 4. Travel Card Requirements WSU has established procedures and forms for implementing and monitoring a travel credit card program and includes, but is not limited, to the following: 1. A dollar limit on the credit card 2. A dollar limit of purchasing authority assigned to the cardholder per transaction made with the travel credit card 3. A dollar limit of purchasing authority assigned to the cardholder for the total of all charges made during each monthly billing cycle 4. Merchant category blocking 5. Training on credit card usage 6. Travel Card application form 7. Travel Credit Card Agreement 8. A picture ID may be required when picking up your credit card at the Business Office Part 5. Procedures for Obtaining a Credit Card Only permanent employees are eligible to apply for and be issued a travel card. To obtain a travel card, a travel card application form must be completed and submitted to the business office. The application requires approval from the employee s supervisor and the business office. The employee must complete a training session before they can begin using a University travel credit card. At the training session, you 2

3 will receive a User s Guide and are required to sign the travel card Agreement. The card will be received in the Business Office and distributed to the individual accordingly. Original copies of all forms will be kept in the employee s personnel file. Cards that have no activity for a 12 month period must be turned in to the Business Office and will be inactivated. They can be reissued and activated if a need becomes necessary. Part 6. Authorized Card Use Credit cards may be used for individual travel including transportation, lodging and registration fees when traveling for official WSU business. NO MEALS or cash advances are allowed. Cash advances may be made through SEMA4 as allowed under the employee expense policy. Cardholders are authorized to use the card to purchase travel (for self only) as a function of their duties at the University. Approval must be obtained, prior to making any purchases, by completing and submitting a special expense form and an approved travel request form indicating dates of travel, cost center number/s, destination, reason for travel, and the estimated costs to incur for this trip. The responsible party/supervisor is required to sign both forms. Submit approved forms to the Business Office. All transactions processed against the travel credit card must be made by the individual to whom the card is issued. Card sharing is not allowed. Obtain an itemized receipt for all purchases. This is a travel card for which only travel purchases are allowed. 1. Lodging expenses room and tax. If you are booking your hotel on-line, be cautious if this will be an immediate charge (prepayment) and if it is a non-refundable purchase. Parking and internet access billed through the hotel is allowed. 2. Conference fees. 3. Baggage fees. 4. Taxi and shuttle service. 5. Parking. 6. Enterprise/National Car Rental. Other rental vendors are authorized purchases only when Enterprise/National is not available. 7. Rental car insurance when a. the rental is for out of the country or b. is not a rental with Enterprise/National. You must purchase the additional insurance when renting from a vendor other than Enterprise/National. 8. Gasoline for rental cars. Part 7. Unauthorized and inappropriate card use The travel credit card is the property of Winona State University and is NOT to be used for personal use or for non-university business, even if the cardholder intends to reimburse the university. Using the card for personal use will automatically revoke the card privilege and subject the employee to disciplinary action, including reimbursement of all personal charges and/or termination of the employee. All charges that are not authorized and approved by the University will be the responsibility of the employee to whom the card is issued. The employee will reimburse the State of Minnesota at Winona State University for all incurred charges and any fees related to the collection of those charges. Non-travel purchases are not allowed. Unauthorized and/or inappropriate card use includes, but is not limited to: 3

4 1. Personal purchases of any kind 2. Supply Items of any kind. This includes but not limited to: ipad, laptop, printers, tablets, Kindles, Nooks and all accessories associated with these items; keyboards, covers, etc. 3. Items for non-university purposes 4. Meals/food or beverage 5. Alcoholic beverage, drugs, or pharmaceutical products 6. Entertainment, recreation admissions, movies, etc. 7. Memberships unless purchased in conjunction with, and is a requirement, to attend a specific conference 8. Subscriptions 9. Payments to individuals, employees, or students for any reason (including consulting services, honorarium payments, contributions of any kind) 10. Airline tickets purchased from a source other than through the Business Office 11. Travel insurance 12. Airline upgrades, pre-assigned seats or airline club admission fees 13. Room upgrades or amenities 14. Vehicle rental insurance for Enterprise/National vehicles used within the United States. This cost is included in the Enterprise contract. For vehicles rented outside the United States, you are required to purchase the additional insurance (this expense is allowable) 15. Mileage reimbursement or personal vehicle gas while in travel status 16. Purchases for other travelers 17. Cash advances 18. Tuition 19. State vehicle gas purchases 20. Tips 21. Relocation expenses 22. Weapons or explosives of any kind 23. Expenses for faculty and staff recruiting, advertising, or entertainment of prospective employees 24. Gifts, donations, or contributions to individuals or organizations 25. Pyramiding (multiple purchases to cover same transactions) Abuse includes, but is not limited to: 1. Exceeding budget limits 2. Loss of receipts/not submitting receipts in a timely manner 3. Making unauthorized purchases Process when abuse is suspect may include, but is not limited to: 1. Temporary revocation of the travel card 2. Asking cardholder about the purchases 3. Visit with the supervisor or manager 4. Review with vendor (if appropriate) 5. Contact Human Resources 6. Notify union representative 4

5 A cardholder who makes an unauthorized purchase with the card, or uses the card in an inappropriate/abusive manner, will be subject to revocation of the Visa travel card and disciplinary action including but not limited to, restitution to the university, card cancellation, termination of employment at the university, criminal prosecution, and reimbursement of the unauthorized use. If the cardholder is unsure whether a purchase can be processed with the card, please contact the Travel Director, ext 2945 or the Purchasing Director, ext Do not charge and inquire after the purchase has been made. If any item purchased with a credit card is deemed not acceptable, arrangements must be made for a return for credit or exchange. A cash refund or check is prohibited unless the vendor insists that a refund must be by cash or check, and then the funds must be deposited immediately with the University. Part 8. Responsibility and Accountability The use of the Visa travel card results in a liability to Winona State University; it is not a personal liability for the cardholder. It is the responsibility of each individual cardholder to: 1. Safeguard the Visa travel card and Visa card account number at all times. Lost or stolen Visa cards must be reported immediately to US Bank AND to the WSU Business Office. 2. Keep Visa travel card in a secure location at all times. 3. Do not allow anyone else to use the Visa travel card and /or Visa card account number. 4. Obtain original itemized receipts for all purchases: An official receipt lists the name and address of the vendor, what was purchased, the cost, and dates of travel, etc. Do not substitute copies for original itemized receipts. 5. Keep card purchases separate from out of pocket expenses. All out of pocket expenses are submitted on an employee expense report for reimbursement. 6. Review electronic monthly statement in a timely manner. (28 th of the month). 7. Surrender the Visa travel card to the Card Administrator in the Business Office prior to separation from the University. Separation includes any leaves of absence including medical, termination, retirement, etc. 8. Take all precautions necessary to ensure that the Visa travel card is used only for authorized purposes. Part 9. Card Security The cardholder is responsible for the security of his/her card and any purchases made on the card. The travel card should be treated with the same level of care used with personal credit cards. 1. The card cannot be loaned to another person or used to pay expenses for another traveler. 2. Do not give the account number to another employee. The only person to use the travel card is the person whose name appears on the front of the card. 3. The travel card account number should be guarded carefully. Do not post the number or write it in any location that is accessible to others. 4. If the card is lost or stolen, contact US Bank immediately at (Outside the US collect) and also notify the Business Office. 5

6 The University shall conduct periodic audits for proper card use and compliance. The University has the right to suspend or terminate this credit card program at any time. Part 10. Statement Reconciliation Each cardholder is responsible for signing in to their account online by the end of each month to review, reallocate and approve their transaction. (Reallocation is the process of assigning a cost center and object code to the expense). A monthly (approximately the 26 th of the month) is sent to each cardholder as a reminder there are transactions that need to be reallocated. See Travel Card Reallocation and Statement Print Quick Guide for detailed instructions of this process. It is the responsibility of the cardholder to submit the approved monthly activity report, along with original itemized receipts, to the Business Office by the 1 st of each month. - Verify that all items included on the monthly activity report are correct. Compare your individual receipts to the monthly report. Make sure your itemized receipt MATCHES the amount on your statement. It is the cardholder s responsibility to get the correct receipt from the vendor. Make sure all returns/credits and disputed items are taken care of. o Check the cost center number for accuracy. o Check the object code to make sure it is correct. o If you have an unidentified charge on your credit card statement, please contact the vendor for further details. If this is not possible or is believed to be fraudulent, contact the Business Office and file a dispute with US Bank or online as needed. - The cardholder must sign the activity report to verify that all transactions posted are legitimate transactions made by the cardholder. Signing indicates that all charges on the card are in compliance with University and MnSCU policy and procedures. - The supervisor must also review and sign each activity report. The signature of the supervisor indicates that all charges on the account have been approved and are in compliance with University and MnSCU policy. - Statements will not be accepted without two proper signatures, the traveler and the supervisor. - Retain a copy of all receipts and statements. This will be your documentation for returns and verification of disbursed transactions against the cardholder s cost center. - Submit reconciled activity reports (with attached itemized receipts) to the Business Office by the 1 st of each month. It is the responsibility of the cardholder to make arrangements for vacation or extended leave that would conflict with meeting this deadline. Your internal procedure should include a backup plan for submitting activity reports on time in your absence. Violation of this deadline may result in deactivation of your card. - Purchases made during the last calendar days of the fiscal year will be charged to the fiscal year in which the date of transaction is posted by the vendor. - All transactions are audited for compliance. Part 11. Blocked Vendors Vendors are blocked by a merchant code; however, commodities are not. The program has been set up to block out certain vendors that do not fall within the travel card requirements. The travel card will be 6

7 declined by a vendor if the vendor has been blocked or if the credit limit on the card had been exceeded. If a charge has been declined, cardholder needs to call the US Bank number on the back of their card to request the reason for the decline or contact the Travel Director for further assistance. Part 12. Returns, Credits and Disputed Items If you have purchased a conference registration or prepaid a hotel reservation and your travel plans change or cancel, you are responsible to contact the vendor for resolution. In most cases, the vendor should issue a credit for their charges. Disputed items must be reconciled within 14 days of the statement date. Contact US Bank Customer Service at if there are discrepancies with any of the charges listed on your statement. Final resolution of any dispute must be resolved within sixty (60) days of the original statement date. The cardholder must note any dispute information on the monthly activity report turned in to the Business Office. Part 13. Supervisor Responsibilities Supervisors of cardholders are responsible for reviewing expenses and ensuring compliance with this procedure and any applicable college/university procedures. Supervisor duties include: Approving employees for participation in the travel card program Reviewing purchases to ensure they meet objectives and are within restrictions placed on the card Reviewing purchases to ensure card has not been used for unauthorized or inappropriate purchases Responding to any misuse of the card by the cardholder Ensuring closure of the travel card at time of employee s separation from employment or removal of travel card authority Special Credit Card Procedure for Student Group and Athletic Travel Team travel and student group travel (Travel Study) credit cards may be used for travel expenses including but not limited to transportation, lodging, meals and entry fees when in travel status and where credit cards are accepted. This is a different program to the WSU travel credit card program and will remain in effect until further notice. 7

8 EMPLOYEE NAME PROGRAM/DEPT (Print) (Print) I hereby agree to the following regarding use of the Winona State University Travel Credit Card issued in my name. I understand that I am making financial commitments on behalf of Winona State University and will strive to obtain the best value for the State. I agree to accept the responsibility for the protection and proper use of this travel credit card. I will not loan it to another person nor authorize anyone else the use of this travel credit card for any transactions. All purchases processed will be made by me, the cardholder. I understand the travel credit card is for official Winona State University business only and that under no circumstances will I use the credit card to make personal purchases. I have been given a copy of the Travel Card Program Users Guide, and understand the requirements for travel card use. I agree that should I willfully violate this agreement, I will reimburse the State of Minnesota at Winona State University for all incurred charges and any fees related to the collection of those charges, even if the University no longer employs me. I understand by engaging in any unauthorized purchases with the card or by using the card in an inappropriate manner, I will be subject to revocation of the travel credit card and disciplinary action. Disciplinary action includes but is not limited to card cancellation, restitution to Winona State University, reimbursement of the unauthorized charge including fees related to the collection of those charges, and/or termination of employment. I understand the purpose of this card is for approved WSU business employee travel only. (i.e. Business travel related purchases for myself only). I understand that if this card has no activity within a 12 month period, I must return it to the Business Office. I understand that purchases made during the last calendar days of the fiscal year will be charged to the fiscal year in which the date of transaction is posted by the vendor. I agree, upon receipt of the monthly statement to verify the accuracy of the charges and to forward the activity report, along with the detailed receipts attached, to the Business Office by the 1 st of the month. If the card is lost or stolen, it is my responsibility to notify US Bank immediately at Outside the US call collect It is understood that the use of this credit card is a privilege and that the University s Business Office may revoke or suspend card privileges without prior notice if the terms and conditions of this agreement or any amendments to the agreement are violated. This credit card is the property of Winona State University and is not to be used for personal transactions under any circumstances regardless of reimbursement to the University. All charges that are not authorized and approved by the University will be the responsibility of the Employee to whom the card has been issued. The Employee grants the authority for Winona State University to withhold any unauthorized charge placed on the card, from the cardholder s paycheck. I will follow the established procedures for this card. Failure to do so may result in disciplinary action, including termination of employment. I acknowledge that I have read, understand and agree to the terms and provisions of this Agreement and Users Guide. Cardholder signature Date All card holders must sign and accept the terms and conditions of this agreement Copy to: Department Head, Travel Card Administrator, Human Resources/Personnel File 8