UBC VISA Card Cardholder Handbook Procedures and Guidelines

Transcription

1 UBC VISA Card Cardholder Handbook Procedures and Guidelines Financial Operations Procure to Pay Client Services 1

2 Lost or Stolen Cards, Disputes or Questions If you cannot locate your card, you must immediately report it as lost to Scotiabank: Commercial Card Service Centre: Outside Canada and USA, Call Collect Customer Service Representatives are available 24 hours a day, 7 days a week. After notifying ScotiaBank, the Cardholder must report the missing card to Financial Operations, Procure to Pay Client Services. A replacement card will be issued after taking these steps. Customer Service The ScotiaBank VISA team provides account information to cardholders and services, available 24x7 including: Account balance and status Spending limit availability Dispute status Card activation File lost or stolen card report call for assistance. UBC VISA Card Administration Help and Questions Contact Financial Operations for questions about policies or procedures. p2p.help@ubc.ca Always secure your card and card number. Keep it in a safe place and never allow others to use your card. 2

3 Contents Contents INTRODUCTION...4 Overview...4 GETTING A UBC VISA CARD...4 Do I need a UBC VISA Card?...4 UBC VISA Card Applications...5 Card Delivery...5 Cardholder Liability...5 Cardholder Approval...5 USING THE UBC VISA CARD...5 Appropriate Uses and Restrictions...5 Card Usage...6 Pre-Authorized Payments (PRP)...7 Ordering goods outside of Canada...7 Document Retention...7 CARDHOLDER RESPONSIBILITIES...8 Cardholder Obligations...8 Card Infractions and Associated Actions...8 Contract Sign-off...8 Insurance for Group Travel...9 Insurance Information...9 ONLINE RECONCILIATION...9 Reconciliation Procedures...9 Delegation Card Payment OTHER Spending Limits Refunds Disputes Declines

4 INTRODUCTION Overview The UBC VISA Card simplifies the procurement process by enabling faculty, staff and departments to purchase low dollar value commodity goods, services, gas and travel. The UBC VISA Card eliminates the need for out-ofpocket personal funds and creation of requisition. There are two UBC VISA Card options: Individual Department The UBC VISA Card is issued to University faculty, staff and departments, enabling them to make pre- approved authorized purchases on the University s behalf. UBC VISA Cards cannot be transferred to, assigned to, or used by anyone other than the designated faculty or staff member (the Cardholder). When a faculty or staff member leaves their position (including departmental transfer), either voluntarily or involuntarily, the department must advise that the card is to be cancelled and returned to the Financial Operations, Procure to Pay Client Services for destruction. Use of the UBC VISA Card is not intended to avoid or bypass University procedures; it is to complement UBC s existing purchasing and payment guidelines and to simplify purchasing. Cardholders are asked to use the card responsibly and carefully as they would their own personal credit card. Although cards are issued in an individual s name, the charges incurred are the liability of the department and ultimately the University of BC and commitments made should be authorized in advance of purchases. The UBC VISA Card includes high-level security controls and other commercial-use safeguards. These controls ensure that the card is used exclusively for approved commodity purchases within pre-set dollar limits. Cardholders are able to spend up to $3,500 per transaction for goods and services inclusive of taxes, to a monthly maximum of $15,000 for individuals and $35,000 for departments. For Cardholders with the travel option, the transaction limit is $15,000 per transaction. Finally, remember you are committing UBC funds each time you use the UBC VISA Card. This is a responsibility that cannot be taken lightly. It is your responsibility to ensure purchases are made in accordance with University policies and procedures. GETTING A UBC VISA CARD Do I need a UBC VISA Card? To determine if you should apply for the new UBC VISA Card, ask yourself 2 simple questions: 1. Do I purchase low dollar value goods and services on a regular basis? 2. Do I travel for UBC-related academic or business matters? Applicants must have the written approval of their Cardholder Application and agree to abide by the guidelines set out for their role as stated in this UBC VISA Card Cardholder Handbook and UBC policies and procedures. Check with your manager or supervisor to determine if you should apply for the UBC VISA Card. 4

5 Note: Only UBC employees can apply for a UBC VISA Card. Students are not eligible unless they are also employees. Infrequent travelers may request assistance with a travel booking from an administrator using the UBC VISA Departmental Card or submit expenses for reimbursement upon returning from a trip. UBC VISA Card Applications Faculty, staff or departments wishing to obtain a UBC VISA Card must complete the Cardholder Application which can be downloaded at and obtain the necessary approval signatures. When complete, to Financial Operations at ubc.visa@ubc.ca Card Delivery The embossing of the UBC VISA Card requires approximately 5-10 days for completion. The new card will be mailed directly to your office location. If your primary office location is off-site i.e. Faculty of Medicine faculty or staff who work in hospital or clinical settings, your card will be mailed to the location provided on your application form. To activate the UBC VISA Card, call the toll-free number printed on the card including the activation number provided in your Welcome Pack. Cardholder Liability This program does not impact your personal credit rating. A liability Waiver Insurance of $100,000 CDN per card is automatically provided to each cardholder. Upon discovery of any unauthorized activities on the UBC VISA Card, it is the responsibility of the Cardholder to contact the supplier and/or card provider directly. Each Cardholder is responsible for the safekeeping and proper usage of their respective UBC VISA Card. The University is not responsible for any unauthorized purchases. The UBC VISA Card cannot be used for personal purchases, however in the event a personal charge appears, you will be asked to make a declaration using the Online Payment Tool and the amount will be deducted from your next payroll cheque. Cardholder Approval All transaction approvals will be distributed to the appropriate budget owner for approval i.e. one-over- one or signing authority. USING THE UBC VISA CARD Appropriate Uses and Restrictions Acceptable uses: Goods <$3,500 Services <$3,500 Travel expenses Gas 5

6 Restricted uses: Personal purchases Cash advances Goods and services >$3,500 Donations Consulting services of any amount (i.e. professional consulting, web, graphic design) Controlled substances Live laboratory/research animals Maintenance contracts UBC departments, except the UBC Bookstore Purchasing Litmus Test When making a purchase using the UBC VISA Card, cardholders should ask themselves three questions: 1. Do I have approval to make the purchase? 2. Does UBC have a preferred supplier for the desired good or service? 3. Is the value of the purchase less than $3,500 inclusive of tax? The UBC VISA Card should be used for low dollar value goods and services totaling less than $3,500. * Remember, either a Purchase Requisition for goods or a Service Requisition for services is required for purchases valued greater than $3,500 to generate a Purchase Order (PO). Note: Non-PO exempted items are excluded, details here. For ongoing vendor relationships i.e. monthly maintenance contracts, you are required to complete a Purchase Requisition. Card Usage Purchases can be made in person, by phone, or online. For prompt delivery of products purchased by phone or online, ensure that the supplier has all of the appropriate contact information, including name, department, and location on campus. When ordering goods or services, you should: 1. Confirm that you have budget approval to purchase the good or service; 2. Remember, the UBC VISA Card is for purchasing low-dollar value commodity goods and services totaling <$3,500; travel and gas 3. Inform the vendor you are ordering with your UBC VISA Card and the purchase is for the University in order to qualify for any educational discounts; 4. Use common sense and exercise caution when making online purchases and only order from trusted websites and those that offer secure transactions (i.e. SSL: look for website addresses that start with https); 5. Note that to transmit a UBC VISA Card number by fax or is not secure and can result in your card being compromised. 6. Personal charges are not permitted. In the event that a personal charge does occur, the charge must be declared during the reconciliation process within the Online Payment Tool. 6

7 To save time and money, take advantage of UBC s Purchasing and Travel Programs to receive preferred rates and discounts. Visit UBC Travel. Pre-Authorized Payments (PRP) A Cardholder can authorize a supplier to charge the UBC VISA Card for specified charges for the term of the contract, for low dollar value recurring charges such as utilities or maintenance contracts. When you cancel a card prior to the end of a contract term, any existing recurring payments will continue to be charged to that card. By canceling the card, you have only prevented the authorization of new PRP agreements and purchases. To stop existing PRPs from appearing on a cancelled card, the cardholder must contact the supplier in writing and revoke authorization. Ordering goods outside of Canada UBC Customs partner, Livingston International, manages customs clearance for UBC. When goods arrive at the border and foreign vendor is not the importer of record, UBC is designated as importer and the department ordering the goods will be responsible for paying all duties and taxes to the government. When placing orders that are being imported into Canada, it is the responsibility of the Cardholder to provide the vendor their speedchart on all documentation related to the purchase. This speedchart will be used to charge the end-user for any customs brokerage charges, duties and taxes associated with the purchase. Failure to reference the speedchart on vendor s documentation will result in delays to the shipment. When ordering items on dry ice or other perishable items, request vendor ship on a Monday or Tuesday. This will ensure the shipment can clear customs and be delivered before the weekend. Failure to do so will result in delays that could lead to spoiled goods. Customs clearance are done by Livingston International. Contact CST88260@livingstonintl.com If contacted by a company other than UBC Customs/Livingston (i.e. FedEx, UPS etc.) requesting ability to clear goods for a department, refer the company to Livingston as only Livingston clears for UBC. Document Retention It is the responsibility of the cardholder to retain the following backup documentation types per Internal Audit: Receipt or invoice including card transaction slip from merchant Packing slip Order forms for dues, subscription, registrations confirmation from merchant Faxed copy of receipt All source documents should include the following information: Merchant Name Date of Purchase Description and quantity of each item purchased Total cost of order For information on Records Management and Document Retention, please visit Library Services. 7

8 CARDHOLDER RESPONSIBILITIES The Cardholder is accountable for: Keeping the UBC VISA Card current and adhering to all reconciliation and submission deadlines Maintaining copies of the receipts and documentation for purchases Adhering to all UBC purchasing and compliance guidelines and take responsibility for all card usage Being vigilant about card security to prevent unauthorized charges Obtaining an original receipt at point-of-purchase and verify its accuracy Immediately notifying Financial Operations using the Cardholder Change Request Form with regards to changes involving name, address, and any other contact or employment status Voluntarily surrendering the UBC VISA Card to Financial Operations immediately upon a change of position, conclusion of employment Never use the UBC VISA card for personal charges Cardholder Obligations The UBC VISA Card is entrusted to individuals in accordance with the procedures outlined in the UBC VISA Card Application and University policies and procedures. Unauthorized or improper transactions made by the Cardholder may result in disciplinary by the University. Regular non-compliance with the Cardholder responsibilities may result in Card suspension, or in severe cases, long-term or permanent loss of Cardholder privileges. In the event that such an instance occurs, both the Cardholder and their Approver will be notified of the incident, and will be given an opportunity to provide an explanation for the infraction. Financial Operations reserves the right to remove cards at an individual or departmental level for non-compliance. Note: Please notify the Payment and Procurement team of any long term leave of absences or sabbaticals Card Infractions and Associated Actions The Non-Compliance Matrix outlines unauthorized and improper transaction types, as well as the implication for each infraction. Cardholders and their respective Approvers will be notified of any action taken. NON-COMPLIANCE TYPE Purchase of restricted items Failure to reconcile UBC VISA Card charges within 30 days Failure to reconcile UBC VISA Card charges within 60 days Failure to reconcile UBC VISA Card charges within 90 days ACTION notification notification notification to cardholder and your one-over-one approver or PG owner Potential card suspension and/or cancellation Contract Sign-off Employees of the University (including Directors, Department Heads and Deans) are not authorized to bind the University to contracts unless they have been delegated that authority pursuant to one of the signing resolutions, or have been sub-delegated authority by the Department of Supply Management. Contracts are defined as agreements that are legally enforceable, regardless of the document title, and include Memoranda of Understanding, Licenses and Letters of Agreement. 8

9 Remember, the UBC VISA Card is an enablement tool, a single payment method for the convenience of faculty and staff to purchase low dollar value goods and services and travel only. If you require an ongoing service, you are obliged to contact Financial Operations, Procure to Pay Client Services and complete a Service Requisition. Insurance for Group Travel When a department is booking travel for other individuals, the Departmental or Individual Cardholder is responsible for providing a list of all travelling individuals to Scotiabank prior to the travel date for insurance coverage to be in place. It is recommended Departments submit a list of likely travelers at the beginning of each quarter and update as needed. Sample format: Card # (last four digits only) DDDD Name(s) of traveller(s) Date(s) of Departure Date(s) of Return Insurance Information VISA Auto Rental Collision/Loss Damage Certificate of Insurance Flight Delay, Emergency Purchases, Hotel/Motel Burglary and Lost Luggage Insurance Travel Accident Insurance Certificate 2005 VISA Liability Waiver Insurance Certificate ONLINE RECONCILIATION Reconciliation Procedures Ensure the completion of the monthly online reconciliation procedure: On any given day of the current cycle period, login to the Online Payment Tool, accessible via selfservice using CWL, or Campus Wide Login and reconcile your receipts with the applicable transactions Credit card transactions pre-populated within the Online Payment Tool to simplify reconciliation The current monthly transaction cycle ends on the 16th of the month The reconciliation process must be completed by the 25th of the month following the cycle date Many services will be accessible through this tool, including updating your default SpeedCharts and naming your 9

10 assistants as administrative delegates. BEST PRACTICE: Go to Outlook and set a recurring reminder for the 16 th of every month with the heading, Reconcile UBC VISA Card Charges. Refer to Financial Operations for online learning resources. Delegation A Cardholder may appoint a Delegate to prepare an expense report using the Online Payment Tool; however, the responsibility to ensure compliance with University procedures and guidelines and the final submission remains with the Cardholder. A Delegate can be appointed anytime, using the Online Payment Tool. Card Payment UBC VISA Card charges are settled with Scotiabank monthly by UBC. Each card is associated with a default Speedchart at the time of application and it is the cardholder and approver s responsibility to ensure expenses are allocated to the appropriate speedchart during the reconciliation process. OTHER Spending Limits The maximum amount of a single transaction made by a Cardholder is set at a default amount of $3,500. This applies to one item or multiple items purchased in a single transaction with a supplier, including shipping, tax and exchange rate. Do not split up a purchase to bypass the single transaction limit. The maximum dollar amount a Cardholder can spend within a monthly cycle period is set at a default amount of $15,000. Requests for one-time or permanent limit changes may be submitted to Financial Operations using the Cardholder Change Request Form accessible online. Refunds Only refunds against the UBC VISA card are allowed; no other form of refund, including cash, cash backs, or cheque can be accepted by a Cardholder. In all cases, suppliers must issue a credit directly to the UBC VISA Card. Disputes You can dispute an unauthorized charge by first contacting the merchant directly. If the dispute cannot be resolved with the supplier, contact ScotiaBank directly using the toll-free telephone number on the back of the UBC VISA Card. Declines Contact the toll-free telephone number on the back of the UBC VISA Card to determine the reason, or contact 10

11 Financial Operations for assistance. 11