CORPORATE PURCHASE CARD PROCEDURE January 2016

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1 Category: Finance Approval: AVP Finance Responsibility: Manager, Purchasing Date: January 2016 Date initially approved: October 1999 Revised: January 2016 INDEX Definitions: Background: Purpose: Scope: Program Features: Eligibility: Liability: Applying for a card: Cardholder Responsibilities: Card Restrictions: Documentation: Reconciliation of Card Charges: Reporting Lost or Stolen Cards: Card Violations: Card Cancellations: Definitions Corporate Purchase Card Credit card issued to University personnel to facilitate the purchase of low value goods and services from Canadian sources. Purchase Card programs do not offer travel benefits such as flight cancellation or car rental insurance and are restricted from travel venues such as airlines, hotel and restaurants. US Bank - Current provider of US Bank VISA Purchase Cards. US Bank ACCESS Online On line banking tool which provides cardholders with access to their VISA transactions for the purpose of allocating charges, disputing charges, and reviewing transaction history. 2.0 Background The Trent University Corporate Purchase Card Program was introduced in 1999 to streamline the ordering and payment process for low value purchases of goods and services typically under $ per transaction. In 2015 the program was upgraded to incorporate on line transaction allocation using US Bank ACCESS OnLine.

2 3.0 Purpose This procedure outlines features of the University s Purchase Card Program and obligations of cardholders. 4.0 Scope This policy covers US Bank VISA cards issued by the Purchasing office for the purchase low dollar value goods and services from Canadian suppliers. Note: Purchase Card programs lack travel benefits such as cash advance, car rental or flight delay insurance. The University has a separate Travel Card Program provided through American Express for business travel. 5.0 Program Features Use of US Bank ACCESS OnLine provides the card holder with the following benefits: a) Up to 34 days to allocate monthly VISA expenses; b) Improved accuracy through use of customized drop down menus for departmental accounts and object codes; c) Six months of spend history and account allocations; d) Automatic allocation of Harmonized Sales Tax (HST) rebates; e) Detailed line item information on your monthly expense statement including vendor name and transaction amount net of HST rebate. f) Five types of corporate cards 1) Standard Card - issued in the name of a staff member; 2) Departmental Card - issued in the name of the department for use by multiple staff members; 3) Fleet Card - issued for fuel and maintenance. Linked to vehicle plate; 4) Limited term card issued to contract employees; 5) Declining Balance card issued to contract employees. 6.0 Eligibility To be eligible for a Trent Corporate Visa card the applicant must: a) be a full time employee of the University or contract employee holding a time or $ limited card; b) be authorized to order small dollar goods and services as a normal job requirement; c) complete an Employee Cardholder Agreement; and d) complete an US Bank Canada Purchasing Card Application. Card applications are subject to supervisory and Purchasing approval. 7.0 Liability Cards issued under the Corporate Purchase Card Program are a corporate liability. Departments are responsible for all business expenses charged to Purchase cards carried by their staff members. The cardholder s personal credit rating is not affected by charges on their Purchase Card however the cardholder is responsible

3 for paying back any personal charges accidently incurred and may lose charging privileges. 8.0 Applying for a Card The Employee Card Application and Cardholder Agreement can be found at: Completed application forms should be forwarded to Purchasing Services. Applicants will be notified when the card is received and must pick up the card in person at the Purchasing Services Office in Blackburn Hall. 9.0 Card Holder s Responsibilities a) Use the card to purchase low dollar value goods or services from Canadian sources. b) Use US Bank ACCESS Online to allocate card charges to the appropriate GL. c) Retain copies of all official invoices. (To be eligible for HST rebates the invoice must show the supplier s HST registration number.) d) Reconcile VISA charges to invoices on a monthly basis. e) Print and submit the monthly statement with invoices, approved by your immediate supervisor, to Purchasing Services by the 10th of each month. f) Report stolen cards immediately to US Bank ( ) and Purchasing Services (purchasing@trentu.ca). g) Report disputed or duplicate items to US bank using ACCESS OnLine. Final resolution of disputed charges is the responsibility of the cardholder Card Restrictions a) Cards are restricted to Canadian sources due to complications with customs clearances of imported goods. b) Airlines, hotels, rental cars and restaurants are restricted. Staff who travel frequently are encouraged to obtain an American Express Corporate Travel Card. c) Transaction limits are established by mutual agreement with the Cardholder s manager and Purchasing. The recommended card limit is a $ monthly limit with a $ per transaction limit, however based on the card holder s job requirements these values may be adjusted. d) Cards are not for use for personal purchases. e) Cards are not used to purchase radioactive materials, hazardous chemicals or live animals Documentation Invoices (original if available) are required for each transaction. All invoices must show taxes charged and the supplier s HST registration number in order for the University to claim HST rebates. Packing slips, sales confirmations and shipping documentation are not acceptable invoices. The University is not eligible for HST rebates on improperly documented transactions.

4 12.0 Reconciliation/Allocation of Charges a) Six months of transaction data is available to Cardholders at b) Each month Cardholders will use ACCESS OnLine to reconcile current charges to invoices and allocate those charges to their departmental accounts. This can be done throughout the monthly billing cycle as new transactions are typically available within 48 hours of completion. c) All current transactions must be allocated four business days after the monthly billing cycle closes. Trent s billing cycle ends on the 6 th of each month or the next business day if the 6 th falls on a weekend or holiday. d) After the billing cycle closes and all charges are allocated, the card holder will print and sign their Visa statement, attach all supporting invoices, obtain their supervisor s signature. e) Statements accompanied by appropriate receipts are due in the Purchasing Office as soon as possible after the 10 th of each month. f) Data lock down - as part of month end processing the US Bank data file containing the Visa transactions automatically locks down - lock down meaning no further adjustments to account or tax allocations can be made. Unallocated charges are automatically assigned to the default account assigned to each card and HST rebates are not taken. NOTE: If charges are not allocated and statements with invoices are not received in Purchasing on a timely basis we are unable to claim the University s HST rebate of approximately 9 %. Lost rebates are charged back to the Cardholder s account Reporting Lost or stolen cards Cardholders are required to safeguard the Purchase Card like a personal credit card. The cardholder s department is responsible for all charges up to the time the card is officially reported missing to US Bank. Lost cards should be immediately reported to US Bank at and the Purchasing office at purchasing@trentu.ca Card Violations Purchasing retains the right to suspend or cancel charging privileges for any reason including but not limited to the following: a) Failure to complete the reconciliation and account allocation process using Access On line by the 10th of the month; (Charging privileges will be reinstated when allocation is completed and required documentation is received by Purchasing); b) Use of the card to purchase restricted goods and services i.e. radioactive materials, live animals or hazardous chemicals; c) Use of the card to purchase goods or services for personal use; d) Repeat incidences of splitting transactions to avoid transaction limits; e) Repeat incidences of missing documentation; f) Lending card to an unauthorized user. Depending on the nature of the violation Purchasing may take any of the following corrective actions:

5 a) Verbal warning; b) Written warning copied to card holder s supervisor; c) One month card suspension; d) Six month card suspension; e) Card Cancellation. 15. Card Cancellation Charging privileges will automatically be cancelled under the following circumstances: a) Use of the card to purchase goods or services for personal use. b) End of employment at Trent University; c) Change of job responsibilities. If you have any questions please contact the Manager of Purchasing Services at purchasing@trentu.ca. Contact Officer Manager, Purchasing Services Date for Next Review 2021 /01/31 Related Policies, Procedures and Guidelines Policies: Reimbursement of Travel & Other Business Expenses Procedures: How to allocate VISA charges to Policies Superseded by This Policy PUR 075, approved October 1999