3-8. Corporate Credit Cards (Translated Version March. 2014)

Transcription

1 3-8. Corporate Credit Cards (Translated Version March. 2014) 1. Purpose of Introduction For purchases of goods, advanced payment may be approved to settle expenses temporally by teachers and staff in cases where non-use of advanced payment would impede work such as educational research, etc. However, by authorizing advanced payment, teachers and staff had no choice but to pay at least temporarily. Furthermore, the Hokkaido University could not acknowledge liabilities for debts until those made advanced payment conduct settlement procedures. By introducing HU Corporate Credit Cards (hereinafter referred to as Card, ) reimbursement procedures for advanced payment will be cashless transaction and be improved convenience of teachers and staff without forcing advanced payment. Also, every time teachers and staff made advance payment and the HU made payments to suppliers, the HU was required pay transfer fees. Those fees will be reduced because settlements are consolidated to an issuer of credit card. Furthermore, the HU is able to acknowledge liabilities for debts at an early point by accelerated settlements procedures. By those reasons, the HU introduces corporate credit cards. 2. Corporate Credit Cards (1) A card is a credit card which is issued by a credit card company where the HU signed service contract with and can use for payments in cases where non-use of Advanced Payment would impede work. (2) A card will be issued by a personal name of each staff and is available to use by personal signature. (3) A credit card user (hereinafter referred to as User ) is required to sort credit card statements as business and personal expenses by using Requests and Sorting of Credit Card Statements Services. (4) Since business expenses will be charged to the HU, the HU shall be paid to a credit card company from the HU budget. However, personal expenses shall be deducted from user s personal bank account, so bank account registration for withdrawal and personal screening are required separately. (5) By introducing corporate credit cards, teachers and staff are required to use these cards, not personal credit cards, in cases where non-use of advanced payment would impede work. Therefore, please apply for a corporate credit card. 3. Outline of Corporate Credit Cards 1. Name of Card Hokkaido University Corporate Credit Card 2. Card Type and International Name UC-VISA Card or UC-Master Card (select)/available at VISA or Master member stores all over the world 3. Card Design Gold Corporate Credit Card is the same design as HU Card (HU Federation of Alumni Association) [printed as :Hokkaido University Corporate] 4. Annual Fee Free 5. Available Credit Up to 1,000,000 (available to be changed as necessary) (refer to 5. (3)) 6. Purpose of Use Only for business expenses (refer to Chapter 5. (2)) 7. Settlement Method Settlement by companies 8. Payment Method One time charge - Business expenses: paid from the HU bank account - Personal expenses: automatically deducted from personal bank account 9. A variety of Insurance - Overseas travel accident insurance (automatically applied) - Domestic travel accident insurance (automatically applied if terms of use are fulfilled) - Retail compensation insurance (automatically applied if terms of purchase are fulfilled) *For more details about a variety of insurance, please refer to Insurance Card (attachment) sent with a card from a credit card company.

2 4. Application for Use (1) Those willing to use a card, please contact the Accounts Section at affiliated Bureaus and Department (financing, accounting, office supplies management etc.) and fill out a Notification of Corporate Credit Card User Form and submit it to the Procurement Division of the Finance Department (Liability Registration Affairs) directly. (2) A card will be sent to your home in around 2 or 3 weeks after submitting the application form to the Procurement Division of the Finance Department. When you receive it, please sign the card in the signature space on the back before start using it. (3) Information about terms and conditions of membership will be enclosed with the card, so please read it carefully. In terms and conditions of membership, the following articles are stipulated in the contract of HU: 1. Annual fee stipulated in Article 5 shall be waived. 2. Available Credit stipulated in Article 7 shall be up to 1,000,000 per month. 3. Reissue fee stipulated in Article 15, paragraph 4 shall be waived. * For a flow from application to issue of a card, please refer to an Attached Chart Scope of Use of Corporate Credit Cards (1) Eligible persons 1. Board Members 2. Those allocated budgets by the Head of the Department which administers budgets stipulated in the Rules Article Other persons approved by the President (2) Scope of Use A card shall be used for the following expenses within the scope of authorized budgets and available credit in cases where users are allocated budgets and non-use of advanced payment would impede work. As a rule, advanced payment shall not be authorized when suppliers allow credit payment (sale of goods by deferred payment.) 1. Academic society attendance fee, annual fees and other membership fees 2. Rental expenses of conference rooms, seminar attendance fees, submission fees, publication fees, offprint fees 3. When the cost of purchase and the provision of services are provided only at stores or websites 4. When the way of payment is only available through a credit card transaction 5. Overseas payments available through a credit card transaction * In cases where placement of order and payment to foreign suppliers (business partners) would be conducted, teachers are granted an exception to place an order which the amount per contract is up to 1,000,000. Remittance charge can be reduced by using a corporate credit card for overseas payment. Therefore, payment via a corporate credit card is recommended when the settlement can be completed within that fiscal year. 6. Costs of rent-a-car, highway/ toll road tolls, gasoline, taxi ride etc., during a business trip In cases where users need to use corporate credit cards for none of the above, please contact the Procurement Division of the Finance Department (Liability Registration Affairs.) *As a rule, corporate credit cards can be used for business expenses only. However, when both business and personal expenses are included in the same payment (Ex. meal costs and lodging costs are included in academic society attendance fees,) the use of corporate credit cards shall be authorized.

3 (3) Available Credit and Total Credit Line Available credit shall be up to 1,000,000. The amount of credit you are able to use for purchases (the amount of available credit) is available credit minus the amount that has been borrowed (outstanding balance on your account.) (Ex. when you borrow 300,000 from a credit card company, the amount of available credit will be 700,000 (equivalent to 1,000,000 minus 300,000) until 300,000 is paid to the credit card company.) Temporal increase of available credit may be authorized, in cases where non-use of advanced payment would impede work without applying the increase of available credit due to special reasons and the President may deem necessary. The amount of available credit per case shall be within the amount limit that teachers are authorized to place an order. For those necessary to change the available credit, please contact the Procurement Division of the Finance Department (Liability Registration Affairs.) (4) Limitation of Use For some of expenses such as grants and expenses for consignment contracts, setting the deadline for use of cards may be required, due to the period that the amounts of expenditures are required to be settled and the deadline for submission of performance reports. Therefore, the following deadline shall be set: a. Deadline for use of cards where terms of execution are set - Deadline is set for the end of January while considering that payment dates will be the following month after completing corporate credit card settlement procedures (submission of sorting corporate credit card statements as business and personal expenses and related evidential documents such as official receipts.) However, only if corporate credit card settlement procedures can be completed by the end of February, cards can be used in February. - After the deadline through the end of March, please conduct advanced payment by cash. - The above deadlines are applied to the expenses which the settlements shall be completed by the end of March. Therefore, please remind that deadlines for use of cards and periods of settlement procedures may be different if deadlines for settlements are not applied as the above. b. Deadline for use of cards where no terms of execution are set - For expenses paid by corporate credit cards within that fiscal year, please conduct corporate credit card settlement procedures by the end of March. - Before using a card, please make sure whether you can complete settlement procedures by the end of March. Otherwise, it may impede account closing procedures. If you have any questions for using corporate credit cards, please contact the Accounts Sections of affiliated Bureaus and Departments in advance. 6. Settlement Procedures (1) Requests and Sorting of Corporate Credit Card Statements Services When you use a card, you will receive an about the notification of availabilities of sorting credit card statements as business and personal expenses from Requests and Sorting of Corporate Credit Card Statements Services. Users are requested to conduct processing of sorting of corporate credit card statements for business expenses and personal expenses. The amount sorted as personal expenses will be deducted from a personal account on 5 th of the month following after next when sorted data are approved.

4 When a corporate credit card is issued, please log in from the designated URL ( and click Personal Information Setting at the upper-right of the screen or Change a Password of To Do of the Menu at the left side of the screen to enter Personal Information Setting and change and register affiliated divisions and an address. Then, you can use the Requests and Sorting of Corporate Credit Card Statements Services. When you access from within school facilities, you can access the service by adding the Menu to the SSO System. (2) Settlement Procedures for Business Expenses While conducting settlement procedures for business expenses, please settle expenses promptly by submitting the Advanced Payment Reimbursement and Corporate Credit Card Settlement Form (Attached Form 12) of the Accounting Manual Advance Payment 3-7 of the Accounting Practice Standard of the Hokkaido University attached with screen copies of Processing of Requests and Sorting of Corporate Credit Card Statements Service, official receipts or receipts that indicate the details of the purchase and the Purchase Request Document (please make sure to receive official receipts and credit card statements with name on the receipt and date of issue.) When related evidential documents are not written in Japanese (Ex. in case an academic society is held in a foreign country and related evidential documents are written in English,) please attach Japanese translations of relevant parts of documents. * Please remind that settlement procedures shall not be completed without submitting the above documents even if sorting on the Requests and Sorting of Corporate Credit Card Statements Service is conducted (approvals on the service cannot be obtained.) * For a flow of the use of corporate credit cards, please refer to the attached chart 2. (3) Deadline for Sorting of Corporate Credit Card Statements for Business and Personal Expenses Users are required to sort corporate credit card statements for business and personal expenses until the following dates. If you fail to sort the statements, the entire amount of the expenses will be processed as personal expenses. 1. When cards are used from the first day of the month to 10 th : the end of the following month 2. When cards are used from 11 th to the end of the month: the end of the month following the next (two months later) (4) Deadline for Settlement Procedures Please settle expenses promptly after use of cards. However, in cases where the request may be delayed for more than one month due to an overseas business trip or lengthy sick leave, etc., please contact the Accounts Sections of affiliated Bureaus and Departments in advance. * For required days from the date of use to the date of settlement, please refer to the attached chart 3. (5) Points to Consider on Settlement Procedures The Accounting Manual Advance Payment shall apply mutatis mutandis to conduct settlement procedures, so please refer to the manual. (Japanese Only) きょうしょくいんむけきょうしょくいんむけちょうたつじょうほう HU Homepage in Japanese 教職員向け (For Teachers and Staff) 教職員向け調達情報 (Procurement Information for Teachers and Staff) 7. Misuse of Corporate Credit Cards In the event of any of the following events, it may be considered as misuse. So please avoid problematic situations. 1. Cases when users use cards for business expenses beyond the scope of use stipulated in 5. (2) 2. Cases when users use cards for business expenses beyond the scope of authorized budgets which users are allocated 3. Cases when users conduct settlement procedures for sorting corporate credit card statements for personal expenses as business expenses that the HU shall have liabilities for debts 4. Cases when users lend their (cardholders ) cards for third persons 5. Cases when users use cards with violating rules which the HU stipulates or card agreements which a credit card company stipulates 6. Other than the above, cases when users use cards with violating this manual

5 8. Cancelation of User Qualification (1) Cases when misuses of cards are found, user qualifications shall be cancelled or stopped. (2) Those cancelled user qualifications by the above event shall return their cards immediately. (3) Cases when the HU paid the amount to a credit card company due to the misuse, the said user shall discharge liabilities for debts immediately. 9. Responsibility of Users (1) Users are required to use cards properly and keep them with a great care as good card holders. (2) Users are required to conduct settlement procedures for sorting corporate credit card statements as business and personal expenses promptly after use and remind that deductions of personal expenses from users personal accounts shall not be failed. (3) Please remind that users fail to sort the statements by the designated deadline, the entire or part of amount of the expenses will be deducted from users personal accounts. 10. Lost or Stolen Corporate Credit Cards Cases when cards are misused by third persons due to being lost, stolen, extracted or skimmed, cardholders shall be responsible to pay the entire amount of expenses. Therefore, please keep it with a great care. However, cases when users take the following all measures immediately, the liabilities for debts shall be waived within the scope of amounts which a credit card company may cover. (1) Completing to report to a credit card company and to submit designated written applications For users need to reissue a card, please mention it to a credit card company when you report the incident. [Contact] UC Communication Center Tel: (available for 24 hours) (2) Completing to report to a nearest police station (3) Completing to report to the Procurement Division of the Finance Department (Liability Registration Affairs: Tel ). (When an incident is occurred on holiday, reporting on the following week day shall be admitted.) 11. Transfer of Users, Change of User Name When the following events occur to users, please fill out a designated form and submit it the Procurement Division of the Finance Department promptly (Users can obtain the Form at the Accounts Division of affiliated Bureaus and Departments.) In the case the following event (1) occurs, users are required to return a card to the Procurement Division of the Finance Department (Liability Registration Affairs.) (1) For those move or temporary transferred to other universities or organizations, or retired from the HU: Attached Form 1 北海道大学コーポレートカード会員退会届 (2) For those change their name, address or bank account: Attached Form 2 カード使用者諸変更届 (3) For those transferred to other Bureaus or Departments within HU: Attached Form 3 学内異動届 (4) For those willing to change the total credit line: Attached Form 4 利用可能枠変更依頼届

6 Attached Chart 1 Flow Chart from Application to Issue of Hokkaido University Corporate Credit Cards HU Staff (Applicants) 1. To apply for use 2. To issue an application for use form (notification of users) The Accounts Section of Affiliated Bureaus and Departments of HU 3. To fill out the application for use form (notification of users) and submit it 5. To send a card The Procurement Division of the Finance Department of HU (Liability Registration Affairs) 4. To confirm the context of the application for use form and send it Corporate Credit Card Company - Qualification Screening - Confirmation and Registration of Personal Bank Account for deduction * Generally, to issue a card takes about 2 or 3 weeks after submitting an application form.

7 Attached Chart 2 Flow Chart of Use of Hokkaido University Corporate Credit Cards HU Staff (Applicants) 1. To use a card 2. Credit card statements and receipts Member Stores (Domestic and Overseas) [Request for purchase] 7. - Settlement of expenses (for business) - Purchase Request Document, etc. - Advanced Payment Reimbursement and Corporate Credit Card Settlement Form - Corporate credit card statements and receipts - Related evidential documents Finance and Accounting System 6. To enter sorting data of corporate credit card statements as business and personal expenses Requests and Sorting of Corporate Credit Card Statements Service 8. Approvals of sorting data 3. Sales data 4. Payment Hokkaido University - The Procurement Division of the Finance Department - The Information Management Division of the HU Library - The Management Division of the HU Hospital - The Administration Department of Hakodate Campus 11. To pay business expenses (bank transfer) 10. Corporate credit card statements (for business expenses) Corporate Credit Card Company

8 Payment of Compulsory Sorting (April 5 th ) Compulsory Sorting (end of February) The Period of Use of Cards (January 1-10) Payment of Compulsory Sorting (May 5 th ) Compulsory Sorting (end of March) Attached Chart 3 Required days from the Date of Use to the Date of Settlement [Ex) In case a card is used in January (1st to 31th)] January February March April May The Period of Use, Sorting and Approval The Period of Use of Cards The Period of Sorting and Approval for January (by the end of February) A) Approval on the Month of Use The Period of Sorting and Approval To pay business expenses (end of February) To pay personal expenses (March 5th) B) Approval on the Following Month of Use The Period of Sorting and Approval To pay business expenses (end of March) To pay personal expenses (April 5th) 1. Sales data at member stores will be sent to the HU after the following day of use*, therefore, please conduct settlement procedures on Requests and Sorting of Corporate Credit Card Statements Services and submit related documents promptly. * Generally, sales data will be sent on the following day of use however the billing date varies at member stores such as one a week or one a month. 2. Notice: For some of expenses such as grants and expenses for consignment contracts, setting the deadline for use of cards may be required due to the period that the amounts of expenditures are required to be settled and the deadline for submission of performance reports. Conditions vary at expenditures, therefore please handle each case with care (please do so around the end of the current fiscal year and the first of the following fiscal year, too.) 3. Payment day; Payment for business expenses: the end of the following month after the month when sorting is approved (1 or 2 months later) Payment for personal expenses: the 5th of the month following after the next when sorting is approved (2 or 3 months later) [Ex) In case of compulsory sorting] January February March April May Compulsory Sorting The Period of Use of Cards (January 11-31) Notice: notice will be directory sent you from a card company. The entire amount used in January 1to 10 shall be processed as personal expenses unless completing settlement procedures by the end of February. Those will be automatically deducted from personal account on April 5 th. Notice: notice will be directory sent you from a card company. The entire amount used in November 11 to 31 shall be processed as personal expenses unless completing settlement procedures by the end of March. Those will be automatically deducted from personal account on May 5 th. *If you fail to sort the statements within the designated period, the entire amount of the expenses will be processed as personal expenses.