State Fleet Card Oversight Usage and Responsibilities
|
|
- Lesley Taylor
- 8 years ago
- Views:
Transcription
1 State Fleet Card Oversight Usage and Respnsibilities Intrductin The Department f General Services (DGS), Office f Fleet and Asset Management (OFAM) administers a statewide ne-prvider payment system cntract fr the purchase f fuel and travel-related services with the US Bank Vyager Fleet Systems Inc. (Fleet Card Vendr) and with American Express Travel Related Crprate Services, Inc., respectively. The State Fleet Card (Fleet Card) enables state departments t pay fr fuel purchases while using gvernment vehicles and lng-term cmmercial vehicle rentals. State departments that need a cmmercial card service fr the pint f sale purchasing f traditinal fleet fuels (such as gasline and diesel) are required t use the Fleet Card and participate in the State Fleet Card Prgram (Fleet Card Prgram). In rder t ensure apprpriate cntrls are in place fr all state departments t effectively administer the Fleet Card Prgram while preventing abusive Fleet Card practices, including fraud and waste, state departments are required t implement the versight prcedures specified in this dcument. By June 30, 2013, and each year thereafter, state departments utilizing the Fleet Card must certify that they have implemented these prcedures. Fleet Card Usage The State Fleet Card can nly be used by state emplyees cnducting fficial state business. Additinally, state departments may authrize ther individuals (such as retired annuitants, vlunteers, etc.) wh are n fficial state business and whse travel expenses are paid by the state, t use the Fleet Card. The Fleet Card can be used fr department-wned and DGS-leased vehicles. Additinally, departments are authrized t use the State Fleet Card fr lng-term cmmercial vehicle rentals thrugh the state s cmmercial car rental cntract. A lng-term cmmercial vehicle rental is defined as a vehicle rental f 30 calendar days r mre that has been apprved by OFAM. The Fleet Card cannt be used fr persnal vehicles r fr the purchase f items such as fd r sundries (persnal items). Additinally, the Fleet Card cannt be used fr shrt-term cmmercial vehicle rentals unless an emergency arises and the user has prir departmental apprval fr use f the card in such circumstances. Page 1 f 10
2 Departmental Prcedures Overview Each department is ultimately respnsible fr the charges n, and use f, its issued Fleet Card(s). T versee the usage f the Fleet Card Prgram, each department must implement the fllwing required prcedures listed belw. It is imprtant t nte that a department may create additinal plicies and prcedures, abve and beynd thse required by this dcument, as needed. Designate a departmental Fleet Card Crdinatr (Crdinatr) t versee the Fleet Card Prgram. Designate a supprt staff persn as the Fleet Card Liaisn (Liaisn) t prcess the rdering and cancelling f the Fleet Cards separate frm the Crdinatr fr apprpriate separatin f duties. Nte: Fr DGSleased vehicles, the rdering, replacement, and cancellatin f cards will cntinue t be cnducted by OFAM. Ensure adequate separatin f duties within the management f the Fleet Card Prgram t help eliminate fraud, waste and abuse. Nte: DGS realizes that sme departments, due t their size and/r funding, will nt have the resurces t assign separate duties t mre than ne emplyee, r, in the case f larger departments, may need t assign these duties t multiple emplyees. Develp Fleet Card Prgram Prcedures Manual. (See Attachment A - Sample State Fleet Card Prgram Prcedures Manual) Prcedures shall include: Descriptin f the rles and respnsibilities f the staff wh prvide versight and mnitring f the Fleet Card Prgram, i.e., Crdinatr, Liaisn, Fleet Card User s Supervisr (Supervisr), and Fleet Card User (User). A dcument fr users defining allwable Fleet Card uses. Oversight and tracking inventry f all Fleet Cards including valid-all-vehicle (VAV) cards. Steps fr rdering/cancelling Fleet Cards, (when emplyees retire, transfer, r leave; when vehicles are sld r transferred t anther department r individual, etc.) reprting lst, stlen, r damaged Fleet Cards, and fr distributing Fleet Cards. A request frm t rder r cancel a Fleet Card which includes all pertinent infrmatin fr tracking purpses, such as: equipment number, license plate number, make/mdel, Fleet Card number, user s name/address/phne number, and reasn fr a new card (lst, stlen, damaged, etc.). Ensure staff is prperly trained accrding t their rle(s) and respnsibilities. These rles include: Crdinatr, Liaisn, Supervisr, and User. Ensure Mnthly Accunt Summary Reprts (mnthly invices) are paid n a timely basis. Ensure that a Fleet Card User Agreement is signed by each individual authrized by the department t use the Fleet Card. (See Attachment B Sample Fleet Card User Agreement) Page 2 f 10
3 The fllwing activity is nt required but is cnsidered a best practice and is highly recmmended: Develp a Fleet Card expenditure review prcedures/checklist fr supervisrs when reviewing emplyee Fleet Card transactins. Fleet Card Crdinatr The Crdinatr is an individual designated by the department t act as the Crdinatr f the department s use f the Fleet Card Prgram. The Crdinatr is respnsible fr the versight f the Fleet Card Prgram fr the department which includes disseminatin f all plicies, prcedures, and updates. These duties include the distributin f Management Mems t Users. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Crdinatr s duties may vary. Please see the categries listed belw shwing the duties that the Crdinatr must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Maintain a current tracking system (e.g., database) f all active Fleet Cards assigned t a vehicle r t an authrized individual. Prvide access t the Fleet Card nline system which is currently Vyager s Fleet Cmmander Online system (FCO) t: Supervisr(s) s expenditure reviews can be cnducted; Access permissin must be set and limited t specific reprts; and Liaisn s Fleet Cards can be rdered r cancelled. Establish and maintain purchase limits fr Fleet Cards which may include limits n daily transactins, daily dllar amunts, and mnthly dllar amunts, etc. Establish daily, weekly, and mnthly reprts frm FCO as needed including but nt limited t transactin exceptin and billing reprts. Design exceptin reprts that crrespnd t uses f the Fleet Card(s) (setting parameters needed t mnitr any exceptins t the allwable uses). Ensure Supervisrs review and certify expenditures and Fleet Card exceptin reprts. Analyze and cmpare miles driven, tank capacity, and fuel purchases fr ptential misuse/abuse. Investigate all exceptins and, if misuse is determined, take apprpriate actin accrding t departmental plicy. Ensure that all nn-issued and/r VAV Fleet Cards (when nt in use with a vehicle) are kept in a secured lcatin at all times. Peridically (mnthly r quarterly) recncile database f Fleet Cards t Page 3 f 10
4 inventry reprts available thrugh FCO t ensure nly authrized Fleet Cards are in use. Ensure the Mnthly Accunt Summary Reprts (mnthly invices) received frm the Fleet Card Vendr are paid n a timely basis. Establish emergency purchasing plicies fr the Fleet Card s users are able t purchase such items as tires, batteries, wiper blades, twing, and emergency repairs. Prvide departmental prcedures t each User regarding Fleet Card usage, including prcedures fr emergency purchases. By June 30, 2013, and each year thereafter, cllect the Department s Annual Certificatin Frm and submit t OFAM. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess department plicies and prcedures related t the Fleet Card Prgram. Recmmend/implement imprvements t create efficiencies and/r further prevent misuse. If applicable, require Users t enter a vehicle s crrect dmeter reading when prmpted at the gas pump. DGS-Leased Vehicles As part f its vehicle leasing services, OFAM actively mnitrs the usage f the Fleet Cards assigned t its leased vehicles. OFAM maintains an active database f its Fleet Cards, facilitates the rdering and cancellatin f Fleet Cards, and wrks with departments t establish and maintain apprpriate Fleet Card purchasing limitatins. Additinally, OFAM utilizes the Fleet Card Vendr s, Fleet Cmmander Online system (FCO) t prduce and review mnthly exceptin reprts and identify questinable transactins that may indicate ptential fraud, waste, and/r abuse. OFAM wrks clsely with department Crdinatrs, Liaisns, and/r Supervisrs t gather additinal infrmatin and reprt Fleet Card misuse if ultimately identified. Where a department leases ne r mre DGS vehicles, a Crdinatr shuld als: Infrm OFAM f any ptential fraudulent r abusive practices. Prvide OFAM with current Crdinatr cntact infrmatin, and update as apprpriate. By June 30, 2013, and each year thereafter, cllect the Department s Annual Certificatin Frm and submit t OFAM. Page 4 f 10
5 Ensure that Users enter a vehicle s crrect dmeter reading when prmpted at the gas pump. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess department plicies and prcedures related t the Fleet Card Prgram. Recmmend/implement imprvements t create efficiencies and/r further prevent misuse. Fleet Card Liaisn The Liaisn is an emplyee designated t prcess the rdering and cancelling f the Fleet Cards separate frm the Crdinatr fr apprpriate separatin f duties. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Liaisn s duties may vary. Please see the categries listed belw shwing the duties that the Liaisn must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Establish prcedures fr the rdering, cancelling, and distributin f Fleet Cards. Develp a Fleet Card rder/cancellatin request frm (See Attachment A -Sample State Fleet Card Prgram Prcedures Manual) including all pertinent infrmatin fr tracking purpses, such as: equipment number, license plate number, make/mdel, card number, user s name/address/phne number, and reasn fr a new Fleet Card (lst, stlen, damaged, etc.). Receive Fleet Card Request Frm frm authrized persnnel: Review the request frm t ensure all necessary infrmatin is prvided and apprved by prper authrity. Prcess request via FCO. Verify the accuracy f all Fleet Cards that are rdered and make sure they are crrect prir t distributing t the User. Cllect all signed Fleet Card User Agreements and stre pursuant t department plicies. DGS-Leased Vehicles Use the request frm (See Attachment A -Sample State Fleet Card Prgram Prcedures Manual) prvided by OFAM t rder Fleet Cards. Ntify OFAM t initiate a Fleet Card cancellatin. Page 5 f 10
6 Cllect all signed Fleet Card User Agreements and stre pursuant t department plicies. Fleet Card User s Supervisr The Supervisr is respnsible fr ensuring that state vehicles, lng-term cmmercial vehicle rentals, and Fleet Cards are used by authrized individuals in the cnduct f fficial state business. Depending upn whether r nt the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the Supervisr s duties may vary. Please see the categries listed belw shwing the duties that the Supervisr must perfrm. Department-Owned and Lng-Term Cmmercial Vehicle Rentals Prvide User with Fleet Card Prgram infrmatin including any departmental plicies and prcedures regarding emergency usage. Mnitr Fleet Card usage t ensure Fleet Card charges are accurate and apprpriate; review and verify mnthly activity and expenditure reprts generated by FCO r the Crdinatr. Recncile mnthly billing statements t actual usage f the Fleet Cards by using transactin reprts, vehicle mileage lgs, receipts, etc. Research and verify questinable and miscellaneus transactins. Ensure Fleet Cards are prperly secured when a vehicle is stred r therwise nt in use. Fleet Cards shuld nt be kept in an unattended vehicle. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Peridically assess the need fr issued Fleet Cards, including VAV cards, and make recmmendatins t the Crdinatr and/r Liaisn regarding cancellatins. DGS-Leased Vehicles Recncile the Mnthly Travel Lg (State STD Frm 273) and the emplyee s itinerary t ensure all dcumentatin is cngruent. Research and verify questinable and miscellaneus transactins. Instruct User(s) as t the need t prperly secure a Fleet Card when a vehicle is stred r therwise nt in use. Ensure that any Fleet Card strage prcedures are fllwed if established by the department. The fllwing activities are nt required but are cnsidered best practices and are highly recmmended: Page 6 f 10
7 Peridically assess the need fr issued Fleet Cards, including VAV cards, and make recmmendatins t the Crdinatr and/r Liaisn regarding cancellatins. Fleet Card User The User is any individual authrized by their department t use the Fleet Card t cnduct state business. All Users must sign a Fleet Card User Agreement fr cllectin by the Liaisn (See Attachment A - Sample State Fleet Card Prgram Prcedures Manual). Additinally, regardless f whether the vehicle is department-wned, DGS-leased, r a lng-term cmmercial vehicle rental, the User must: Ensure prtectin f the Persnal Identificatin Number (PIN) assciated with the Fleet Card. D nt share with ther users (unless authrized) r write it directly n the Fleet Card. As applicable, purchase E-85 r regular grade (unleaded) gasline nly. Unless specifically required by the vehicle manufacturer, the purchase f mid-grade r premium (supreme) unleaded gasline is strictly prhibited. Fllw established departmental prcedures set by the Crdinatr fr emergency purchases f items such as tires, batteries, wiper blades, twing, and allwable repairs. Maintain all Fleet Card purchase receipts until mnthly billing statements have been recnciled and apprved fr payment. Fllw departmental recrd keeping prcedures. Reprt lst r stlen Fleet Cards immediately t the Liaisn, Crdinatr, and/r Supervisr. If n ne is available, cntact Vyager Custmer Service directly at (800) , 24 hurs a day, 7 days a week. Infrm the Liaisn and Crdinatr r Supervisr as sn as pssible. Enter vehicle s crrect dmeter reading when prmpted at the gas pump while fueling yur vehicle. Keep the Fleet Card in a secure lcatin when the vehicle is nt in use; d nt leave the Fleet Card in an unattended vehicle. Nt purchase prhibited miscellaneus stre items such as fd r sundries (persnal items). Page 7 f 10
8 Allwable Purchases As authrized by a department, the Fleet Card may be used t purchase the fllwing items when cnducting fficial state business: Regular-grade unleaded gasline and diesel. Alternative fuels such as E-85, bidegradable diesel, CNG, and Prpane. Fluids and lubricants (i.e. il, anti-freeze, washer fluid, etc.). Basic (lw-cst) car washes. Emergency radside assistance thrugh the Natinal Autmbile Club ( ). In additin, emergency purchases, such as wiper blades, fan belts, tires, etc., are allwed in urgent situatins nly. Emergency purchases must be defined and apprved by each department. Prhibited Purchases The fllwing items are prhibited and must nt be purchased using the Fleet Card: Unless specifically required by the vehicle manufacturer, the purchase f mid-grade r premium (supreme) unleaded gasline is strictly prhibited. Fuel fr persnal vehicles Miscellaneus items such as fd r sundries (persnal items) Payment Each department shall review and prcess the Mnthly Accunt Summary Reprt (mnthly invice) n a timely basis. Payment is due 25 calendar days after Accunt Summary Reprt is mailed by the Fleet Card Vendr. Mnitring Exceptin Reprts fr Ptential Fraud The Fleet Card Vendr can prvide custmized exceptin reprts via FCO, such as: Transactins ver $100 Transactins beynd the tank capacity f a vehicle Transactins ver 35 gallns Multiple transactins per day Out-f-state transactins Fd transactins Miscellaneus transactins 12:00 a.m. 3:00 a.m. transactins Saturday and Sunday transactins Hliday transactins When an exceptin reprt is received, the Crdinatr and/r Supervisr shuld review each transactin fr ptential fraud. If fraud is determined, an Page 8 f 10
9 investigatin shuld be started by authrized persnnel. Additinally, in cases f suspected fraud, the Fleet Card shuld almst always be cancelled immediately. The Fleet Card will becme inactive immediately after the initial ntificatin t the Fleet Card Vendr. Audit and Certificatin Department cmpliance with Management Mem 12-08, State f Califrnia Fleet Card Prgram, as well as the Fleet Card plicies required by this dcument may be subject t auditing by DGS n a peridic basis. In additin, DGS will require each participating department t submit an Annual Certificatin frm indicating that the department has implemented the requisite Fleet Card Prgram versight prcedures and has assigned a Crdinatr and/r Liaisn t manage that department s Fuel Card Prgram. The Annual Certificatin Frm shuld be submitted t OFAM by June 30, 2013, and each year thereafter. The Annual Certificatin Frm can be fund at Available Resurces and Services Offered by the Current Fleet Card Prvider, US Bank Vyager Fleet Systems Inc. The Fleet Card Vendr s FCO System prvides: Real-time Fleet Card administratin including but nt limited t PIN management, Fleet Card rdering and cancellatin, authrizatin and purchase cntrls. Varius custmizable reprts fr accunt maintenance including: Management Reprts Identify transactin trends r misuse by tracking purchases by merchant, dllar amunts, type f purchase, fuel ecnmy, purchases by date, and ther parameters. Exceptin Reprts Identify trends and abuse/misuse (e.g., excessive tank capacity reprt, prduct variance reprt, invalid dmeter reprt, pattern discrepancy reprt, and miles per galln variance reprt). Transactin Reprts Captures many separate data elements. Inventry Reprts Prvides inventry infrmatin by generating reprts n individual Fleet Cards, vehicles, and driver infrmatin as prvided by the department. Billing Reprts Prvides infrmatin n all transactins including payments and adjustments. Ad Hc Reprts Additinal reprts culd be develped t meet the needs f the departments. Web based training at Page 9 f 10
10 DGS Cntact Infrmatin Fr further infrmatin cncerning the State Fleet Card Oversight Usage and Respnsibilities dcument, please cntact: Tni Hlland, Fleet Operatins Manager Department f General Services Office f Fleet & Asset Management (916) tni.hlland@dgs.ca.gv Sue Gutierrez, Cntract Administratr Department f General Services Office f Fleet & Asset Management (916) sue.gutierrez@dgs.ca.gv Cecilia Perez Dunn, Marketing Specialist Department f General Services Office f Fleet & Asset Management (916) cecilia.perezdunn@dgs.ca.gv Attachments Attachment A: Sample State Fleet Card Prgram Prcedures Manual Attachment B: Sample Fleet Card User Agreement Page 10 f 10
DATE APPROVED March 2011. Version Date Comments / Changes 1.0 March 2011 Initial policy released
Page 1 f 11 APPROVED (S) REVISED / REVIEWED SUMMARY Versin Date Cmments / Changes 1.0 Initial plicy released 1. PURPOSE OF THIS POLICY T define the purpses fr which Crprate Purchase Cards are t be used
More informationCorporate Credit Card Policy
Plicy N: 13 Crprate Credit Card Plicy CONTROL: Plicy Type: Authrised by: Head f Pwer: Financial Cuncil Nt Applicable Respnsible Officer: Crprate and Cmmunity Manager Respnsibilities: Review and implement
More informationUniversity of Texas at Dallas Policy for Accepting Credit Card and Electronic Payments
University f Texas at Dallas Plicy fr Accepting Credit Card and Electrnic Payments Cntents: Purpse Applicability Plicy Statement Respnsibilities f a Merchant Department Prcess t Becme a Merchant Department
More informationMerchant Processes and Procedures
Merchant Prcesses and Prcedures Table f Cntents EXHIBIT C 1. MERCHANT INTRODUCTION TO T-CHEK 3 1.1 Wh is T-Chek Systems? 3 1.2 Hw t Cntact T-Chek Systems 3 1.3 Hw t Recgnize T-Chek Frms f Payment 3 1.3.1
More informationCORPORATE CREDIT CARD POLICY
TITLE: POLICY OWNERS: DATE INSTITUTED: May 1, 2008 CURRENT VERSION: Ver. 1.6 REVISION DATE: July 1, 2015 Crprate Credit Card Plicy Melissa Cluse, Vice President & Cntrller Cindy Klein, Accunts Payable
More informationFIREFIGHTER HEART AND CIRCULATORY MALFUNCTION BENEFITS PROGRAM STANDARD OPERATING GUIDELINES Approved by the DOLA Executive Director July 1, 2014
FIREFIGHTER HEART AND CIRCULATORY MALFUNCTION BENEFITS PROGRAM STANDARD OPERATING GUIDELINES Apprved by the DOLA Executive Directr July 1, 2014 Prgram Overview: As f July 1, 2014, the Department f Lcal
More informationTHE CITY UNIVERSITY OF NEW YORK IDENTITY THEFT PREVENTION PROGRAM
THE CITY UNIVERSITY OF NEW YORK IDENTITY THEFT PREVENTION PROGRAM 1. Prgram Adptin The City University f New Yrk (the "University") develped this Identity Theft Preventin Prgram (the "Prgram") pursuant
More informationRECONCILIATION OF FUNDS
RECONCILIATION OF FUNDS ROLES Departmental Staff f Interest Accuntants Office Managers Business Managers Prgram Assistants OVERVIEW S why d we need t recncile? Gd general business practices determine that
More informationES PROCEDURES FOR OVERPAYMENT RECOVERY
ES PROCEDURES FOR OVERPAYMENT RECOVERY Effective: 7/1/2012 Respnsible Office: Emplyee Services (ES) Apprved: ES Directr Applicatin: All Emplyees f the University f Clrad Plicy The University f Clrad will
More informationP CARD College of Health and Rehabilitation Sciences: Sargent Internal Policy
P CARD Cllege f Health and Rehabilitatin Sciences: Sargent Internal Plicy All purchasing card hlders must read the Purchasing Card Prgram Manual (P Card Manual) and cnfirm upn ding s via email t the SAM
More informationWire Transfer Request
Wire Transfer Request Requirements and Instructins OFFICE OF DISBURSEMENTS Categry: Dcument Name: Payment Prcessing Wire Transfer Request - Requirements and Instructins Respnsible Department: Office f
More informationHeythrop College Disciplinary Procedure for Support Staff
Heythrp Cllege Disciplinary Prcedure fr Supprt Staff Intrductin 1. This prcedural dcument des nt apply t thse academic-related staff wh are mentined in the Cllege s Ordinance, namely the Librarian and
More informationVersion: Modified By: Date: Approved By: Date: 1.0 Michael Hawkins October 29, 2013 Dan Bowden November 2013
Versin: Mdified By: Date: Apprved By: Date: 1.0 Michael Hawkins Octber 29, 2013 Dan Bwden Nvember 2013 Rule 4-004J Payment Card Industry (PCI) Patch Management (prpsed) 01.1 Purpse The purpse f the Patch
More informationState Fleet Card Program Manual
Excellence in the Business of Government Table of Contents State Fleet Card (US Bank Voyager Fleet Systems Inc.) Purpose 3 Background. 3 Fleet Card Program Policy 3 a. Allowable Purchases. 3 b. Prohibited
More informationTransportation Allowance Program
Transprtatin Allwance Prgram Respnsibilities, Prcedures and Guidelines I. INTRODUCTION This manual describes respnsibilities, prcedures and guidelines (including vehicle specificatins and reimbursable
More informationCOPIES-F.Y.I., INC. Policies and Procedures Data Security Policy
COPIES-F.Y.I., INC. Plicies and Prcedures Data Security Plicy Page 2 f 7 Preamble Mst f Cpies FYI, Incrprated financial, administrative, research, and clinical systems are accessible thrugh the campus
More informationAmerican Recovery and Reinvestment Act Reporting Policy
American Recvery and Reinvestment Act Reprting Plicy Updated May 2010 1 I. Backgrund On February 17, 2009, President Barack Obama signed the American Recvery and Reinvestment Act f 2009 (ARRA) int law.
More informationCell Phone & Data Access Policy Frequently Asked Questions
Cell Phne & Data Access Plicy Frequently Asked Questins 1. Wh is eligible fr a technlgy allwance? First and fremst, the technlgy allwance is fr the benefit f the University, rather than fr the cnvenience
More informationPOLICIES AND PROCEDURES
POLICIES AND PROCEDURES Department: Campus Safety and Security and Welcme Center/Infrmatin Subject: Rental Vehicle Insurance Date Issued: December 16, 2005 Date Revised: March 23, 2009; Octber 1, 2011
More informationFINANCIAL OPTIONS. 2. For non-insured patients, payment is due on the day of service.
FINANCIAL OPTIONS 1. Fr thse patients wh carry dental insurance, all c-payments are due n date f service. We will file yur claim as a service t yu, and will d ur very best t maximize yur benefits. We accept
More informationPersonal Data Security Breach Management Policy
Persnal Data Security Breach Management Plicy 1.0 Purpse The Data Prtectin Acts 1988 and 2003 impse bligatins n data cntrllers in Western Care Assciatin t prcess persnal data entrusted t them in a manner
More informationVCU Payment Card Policy
VCU Payment Card Plicy Plicy Type: Administrative Respnsible Office: Treasury Services Initial Plicy Apprved: 12/05/2013 Current Revisin Apprved: 12/05/2013 Plicy Statement and Purpse The purpse f this
More informationSystems Support - Extended
1 General Overview This is a Service Level Agreement ( SLA ) between and the Enterprise Windws Services t dcument: The technlgy services the Enterprise Windws Services prvides t the custmer. The targets
More informationProcess for Responding to Privacy Breaches
Prcess fr Respnding t Privacy Breaches 1. Purpse 1.1 This dcument sets ut the steps that ministries must fllw when respnding t a privacy breach. It must be read in cnjunctin with the Infrmatin Incident
More informationRequest for Resume (RFR) CATS II Master Contract. All Master Contract Provisions Apply
Sectin 1 General Infrmatin RFR Number: (Reference BPO Number) Functinal Area (Enter One Only) F50B3400026 7 Infrmatin System Security Labr Categry A single supprt resurce may be engaged fr a perid nt t
More informationMalpractice and Maladministration Policy
TR340 Malpractice and Maladministratin Plicy This plicy aims t: Define malpractice and maladministratin in the cntext f CIM/CAM studying members, Accredited study centres (ASCs), examinatin centres, invigilatrs
More informationGUIDANCE FOR BUSINESS ASSOCIATES
GUIDANCE FOR BUSINESS ASSOCIATES This Guidance fr Business Assciates dcument is intended t verview UPMCs expectatins, as well as t prvide additinal resurces and infrmatin, t UPMC s HIPAA business assciates.
More information.100 POLICY STATEMENT
Treasury Management Operatins Sectin: Treasury Management Number: 105.100 Title: Treasury Management Operatins POLICY Index.100 POLICY STATEMENT.110 POLICY RATIONALE.120 AUTHORITY.130 APPROVAL AND EFFECTIVE
More informationSymantec User Authentication Service Level Agreement
Symantec User Authenticatin Service Level Agreement Overview and Scpe This Symantec User Authenticatin service level agreement ( SLA ) applies t Symantec User Authenticatin prducts/services, such as Managed
More informationConnecticut State Department of Education 2014-15 School Health Services Information Survey
Cnnecticut State Department f Educatin 2014-15 Schl Health Services Infrmatin Survey General Directins fr Cmpletin by Schl Nurse Crdinatr/Supervisr This Schl Health Services Infrmatin Survey was designed
More informationNYU Langone Medical Center NYU Hospitals Center NYU School of Medicine
Title: Identity Theft Prgram Effective Date: July 2009 NYU Langne Medical Center NYU Hspitals Center NYU Schl f Medicine POLICY It is the plicy f the NYU Langne Medical Center t educate and train staff
More information0820.02 Workers Disability Compensation Claims Procedures Issued: January 1, 1994 Revised: March 29, 2012
State f Michigan Administrative Guide t State Gvernment 0820.02 Wrkers Disability Cmpensatin Claims Prcedures Issued: January 1, 1994 Revised: March 29, 2012 SUBJECT: APPLICATION: PURPOSE: CONTACT AGENCY:
More informationWoodstock Multimedia, INC. Software/Hardware Usage Policy
Wdstck Multimedia, INC. Sftware/Hardware Usage Plicy POLICY PURPOSE The purpse f the Wdstck Multimedia, INC. Sftware / Hardware Usage Plicy is t ensure that Wdstck Multimedia, INC. emplyees are prperly
More informationPrivacy Breach and Complaint Protocol
Privacy Breach and Cmplaint Prtcl Effective: December 31, 2012 Apprved by: Le McKenna, CFO 1.0 General Privacy breaches and privacy cmplaints will be handled in accrdance with this prtcl. This prtcl is
More informationChapter 7 Business Continuity and Risk Management
Chapter 7 Business Cntinuity and Risk Management Sectin 01 Business Cntinuity Management 070101 Initiating the Business Cntinuity Plan (BCP) Purpse: T establish the apprpriate level f business cntinuity
More informationAgency Fund (Non-Student Org X-Fund) Guidelines Last Revision: 12/7/2009
Agency Fund (Nn-Student Org X-Fund) Guidelines Last Revisin: 12/7/2009 Definitin f Agency Fund: An Agency Fund cnsists f funds held by Eastern Michigan University as custdian r fiscal agent fr thers, such
More informationADMINISTRATION AND FINANCE POLICIES AND PROCEDURES TABLE OF CONTENTS
CONTROL Revisin Date: 1/21/03 TABLE OF CONTENTS 10.01 OVERVIEW OF ACCOUNTING FOR INVESTMENT IN PLANT... 2 10.01.1 CURRENT POLICY... 2 10.02 INVENTORY MAINTENANCE AND CONTROL... 3 10.02.1 PROCEDURES FOR
More informationKey Steps for Organizations in Responding to Privacy Breaches
Key Steps fr Organizatins in Respnding t Privacy Breaches Purpse The purpse f this dcument is t prvide guidance t private sectr rganizatins, bth small and large, when a privacy breach ccurs. Organizatins
More informationTHIRD PARTY PROCUREMENT PROCEDURES
ADDENDUM #1 THIRD PARTY PROCUREMENT PROCEDURES NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS TRANSPORTATION DEPARTMENT JUNE 2011 OVERVIEW These prcedures establish standards and guidelines fr the Nrth Central
More informationThis document provides instructions on how to complete the Cheque Requisition Form.
Office f the Cmptrller Accunts Payable Divisin f Finance and Administratin Standard Operating Prcedure Cheque Requisitin Effective Date: July 19, 2010 Descriptin: This dcument prvides instructins n hw
More informationCLEARANCE REVIEWS FOR STUDENT RESTRICTION ISSUES OTHER THAN ACADEMIC PROGRESS
CLEARANCE REVIEWS FOR STUDENT RESTRICTION ISSUES OTHER THAN ACADEMIC PROGRESS Only the Ministry f Training, Clleges & Universities can cnsider clearance reviews fr mst ther student restrictin issues. These
More informationAccident Investigation
Accident Investigatin APPLICABLE STANDARD: 1960.29 EMPLOYEES AFFECTED: All emplyees WHAT IS IT? Accident investigatin is the prcess f determining the rt causes f accidents, n-the-jb injuries, prperty damage,
More informationData Protection Act Data security breach management
Data Prtectin Act Data security breach management The seventh data prtectin principle requires that rganisatins prcessing persnal data take apprpriate measures against unauthrised r unlawful prcessing
More informationFAFSA / DREAM ACT COMPLETION PROGRAM AGREEMENT
FAFSA / DREAM ACT COMPLETION PROGRAM AGREEMENT If using US Pstal Service, please return t: Califrnia Student Aid Cmmissin Prgram Administratin & Services Divisin ATTN: Institutinal Supprt P.O. Bx 419028
More informationElectronic Data Interchange (EDI) Requirements
Electrnic Data Interchange (EDI) Requirements 1.0 Overview 1.1 EDI Definitin 1.2 General Infrmatin 1.3 Third Party Prviders 1.4 EDI Purchase Order (850) 1.5 EDI PO Change Request (860) 1.6 Advance Shipment
More informationBill Payment Agreement & Disclosures
Bill Payment Agreement & Disclsures Welcme t Online Banking Bill Payment Service. Use f the Bill Payment Service indicates acceptance f terms and cnditins set frth in the Online Banking Agreement & Disclsures
More informationFirst Global Data Corp.
First Glbal Data Crp. Privacy Plicy As f February 23, 2015 Ding business with First Glbal Data Crp. ("First Glbal", First Glbal Mney, "we" r "us", which includes First Glbal Data Crp. s subsidiary, First
More informationEngineering Society Financial Handbook
Engineering Sciety Financial Handbk Page 2 f 6 1.0 Welcme Welcme t banking with the Engineering Sciety! The purpse f this handbk is t prvide yu with all the details abut banking with the sciety. The sciety
More informationComputer Reservations System (CRS): Booking and Ticketing Procedures
1 Cmputer Reservatins System (CRS): Bking and Ticketing Prcedures Please nte that effective January 1 st, 2014, segment status changes due schedule changes must be actined as sn as pssible and at least
More informationACQUIRED RARE DISEASE DRUG THERAPY EXCEPTION PROCESS
ADMINISTRATIVE POLICY ACQUIRED RARE DISEASE DRUG THERAPY EXCEPTION PROCESS Plicy Number: ADMINISTRATIVE 19.8 T Effective Date: Octber 1, 014 Table f Cntents CONDITIONS OF COVERAGE... BENEFIT CONSIDERATIONS...
More informationCreating Vehicle Requests
Overview Vehicle requisitins, including additins, replacements, dnatins and leases, are submitted, reviewed, and apprved using the State f Gergia Frms in VITAL Insights. The prcess has three levels f review
More informationRUTGERS POLICY. Responsible Executive: Vice President for Information Technology and Chief Information Officer
RUTGERS POLICY Sectin: 70.1.1 Sectin Title: Infrmatin Technlgy Plicy Name: Acceptable Use Plicy fr Infrmatin Technlgy Resurces Frmerly Bk: N/A Apprval Authrity: Senir Vice President fr Administratin Respnsible
More informationHIPAA HITECH ACT Compliance, Review and Training Services
Cmpliance, Review and Training Services Risk Assessment and Risk Mitigatin: The first and mst imprtant step is t undertake a hlistic risk assessment that examines the risks and cntrls related t fur critical
More informationFAYETTEVILLE STATE UNIVERSITY
FAYETTEVILLE STATE UNIVERSITY IDENTITY THEFT PREVENTION (RED FLAGS RULE) Authrity: Categry: Issued by the Fayetteville State University Bard f Trustees. University-Wide Applies t: Administratrs Faculty
More informationIMHU-HRM-A February 15, 2012 PAI SOP. Ft. Huachuca Personnel Asset Inventory - SOP
Ft. Huachuca Persnnel Asset Inventry - SOP I. Respnsible agencies are: Unit Battalin r separate cmpany S1 (S1) Brigade S1 Military Persnnel Divisin (MPD) Persnnel Autmatin Sectin (PAS) G1, AG, Military
More informationWHAT YOU NEED TO KNOW ABOUT. Protecting your Privacy
WHAT YOU NEED TO KNOW ABOUT Prtecting yur Privacy YOUR PRIVACY IS OUR PRIORITY Credit unins have a histry f respecting the privacy f ur members and custmers. Yur Bard f Directrs has adpted the Credit Unin
More informationFiscal Operation of Service Centers
Oregn University System Fiscal Plicy Manual Fiscal Operatin f Service Centers Sectin: Accunting and Financial Reprting Number: 05.713 Title: Fiscal Operatin f Service Centers Index POLICY.100 POLICY STATEMENT.110
More informationInternet and E-Mail Policy User s Guide
Internet and E-Mail Plicy User s Guide Versin 2.2 supprting partnership in mental health Internet and E-Mail Plicy User s Guide Ver. 2.2-1/5 Intrductin Health and Scial Care requires a great deal f cmmunicatin
More informationHow To Ensure Your Health Care Is Safe
Guidelines fr Custdians t assess cmpliance with the Persnal Health Infrmatin Privacy and Access Act (PHIPAA) This dcument is designed t help custdians evaluate readiness fr cmpliance with PHIPAA and t
More informationInformation Services Hosting Arrangements
Infrmatin Services Hsting Arrangements Purpse The purpse f this service is t prvide secure, supprted, and reasnably accessible cmputing envirnments fr departments at DePaul that are in need f server-based
More informationAddressing Drug and Device Recalls in Hospitals
Addressing Drug and Device Recalls in Hspitals Develped by participants at the meetings f the Califrnia State Bard f Pharmacy s Subcmmittee t Evaluate Drug Distributin in Hspitals January 2010 BOARD MEMBERS
More informationAudit Committee Charter
Audit Cmmittee Charter Membership The Audit Cmmittee (the "Cmmittee") f the Bard f Directrs (the "Bard") f Philip Mrris Internatinal Inc. (the "Cmpany") shall cnsist f at least three directrs all f whm
More informationTRAVEL & ENTERTAINMENT REIMBURSABLE POLICY TRAVEL MANAGEMENT GUIDELINES FOR AGENCY CONTRACTORS, CONSULTANTS, AND SERVICE COMPANY PERSONNEL
TRAVEL & ENTERTAINMENT REIMBURSABLE POLICY TRAVEL MANAGEMENT GUIDELINES FOR AGENCY CONTRACTORS, CONSULTANTS, AND SERVICE COMPANY PERSONNEL APPLIES TO: All Petrleum prductin units, perating units and/r
More informationUsing PayPal Website Payments Pro UK with ProductCart
Using PayPal Website Payments Pr UK with PrductCart Overview... 2 Abut PayPal Website Payments Pr & Express Checkut... 2 What is Website Payments Pr?... 2 Website Payments Pr and Website Payments Standard...
More informationPoint2 Property Manager Quick Setup Guide
Click the Setup Tab Mst f what yu need t get started using Pint 2 Prperty Manager has already been taken care f fr yu. T begin setting up yur data in Pint2 Prperty Manager, make sure yu have cmpleted the
More informationDear Flexible Spending Account (FSA) Enrollee:
Dear Flexible Spending Accunt (FSA) Enrllee: Welcme t yur FSA Plan! Yu nw have 24x7 access t all yur FSA needs n the web. T access yur accunt simply lgn t www.fsa4me.cm. Yur user name is yur first initial,
More informationProject Open Hand Atlanta. Health Insurance Portability and Accountability Act (HIPAA) NOTICE OF PRIVACY PRACTICES
Prject Open Hand Atlanta Effective Date: April 14, 2003 Health Insurance Prtability and Accuntability Act (HIPAA) The Health Insurance Prtability and Accuntability Act f 1996 (HIPAA) directs health care
More informationo o 2) Program Rewards
1) T qualify fr the American Red Crss High Schl Leadership Prgram (referred t as Prgram), each student (referred t as Member) is asked t cmplete the fllwing requirements: a. Cmplete an nline prfile at
More informationREQUEST FOR PROPOSAL SECURITY SERVICES
REQUEST FOR PROPOSAL SECURITY SERVICES Sectin I INTRODUCTION [Cmpany] is seeking prpsals frm qualified Cntractrs t prvide unifrmed security service fr [Cmpany] facilities at [Lcatin(s)]. This dcument is
More informationOKLAHOMA BOARD OF NURSING PERFORMANCE AUDIT FOR THE PERIOD JANUARY 1, 2007 THROUGH JUNE 30, 2009. Oklahoma State Auditor & Inspector
OKLAHOMA BOARD OF NURSING FOR THE PERIOD JANUARY 1, 2007 THROUGH JUNE 30, 2009 PERFORMANCE AUDIT Oklahma State Auditr & Inspectr Audit Reprt f the Oklahma Bard f Nursing Fr the Perid January 1, 2007 thrugh
More informationIssuing of qualifications and statement of attainment Policy and Procedures Version: 5.0 Last Modified: 12 February 2015
Issuing f qualificatins and statement f attainment Plicy and Prcedures Versin: 5.0 Last Mdified: 12 February 2015 Purpse Duke Cllege issues AQF certificatin dcumentatin nly t a learner whm it has assessed
More informationNorwood Public Schools Internet & Cell Phone Use Agreement School Year 2015-16
Yu must read and agree t fllw the netwrk rules belw t use yur netwrk accunt r access the internet. Nrwd Public Schls makes available t students access t cmputers and the Internet. Students are expected
More informationFundingEdge. Guide to Business Cash Advance & Bank Statement Loan Programs
Guide t Business Cash Advance & Bank Statement Lan Prgrams Cash Advances: $2,500 - $1,000,000 Business Bank Statement Lans: $5,000 - $500,000 Canada Cash Advances: $5,000 - $500,000 (must have 9 mnths
More informationCORPORATE CARD PROGRAM GUIDE 2012
Ferris State University CORPORATE CARD PROGRAM GUIDE 2012 The Crprate Card Prgram is administered thrugh the: Financial Services Department Phne: 231 591 3897 Email: pcard@ferris.edu Webpage: www.ferris.edu/fs
More informationSources of Federal Government and Employee Information
Inf Surce Surces f Federal Gvernment and Emplyee Infrmatin Ridley Terminals Inc. TABLE OF CONTENTS General Infrmatin Intrductin t Inf Surce Backgrund Respnsibilities Institutinal Functins, Prgram and Activities
More informationCredit Work Group Recommendation
Credit Wrk Grup Recmmendatin T: Credit Wrk Grup Frm: Mike Bixby (305) 829-5549 mbixby@inf1team.cm Paul Wills (770) 740-7353 Paul.Wills@equifax.cm Date: Octber 7, 2004 Re: FACT Act Implicatins and Recmmendatins
More informationPost-Baccalaureate Certificate Programs
Pst-Baccalaureate Certificate Prgrams Certificate prgrams benefit students and/r interest by prviding greater flexibility and brader training in areas related t the students' majr fields and making thse
More informationPrivacy Policy. The Central Equity Group understands how highly people value the protection of their privacy.
Privacy Plicy The Central Equity Grup understands hw highly peple value the prtectin f their privacy. Fr that reasn, the Central Equity Grup takes particular care in dealing with any persnal and sensitive
More informationINSTRUCTIONS ON HOW TO IMPORT (Attach) DOCUMENTS TO TRANSACTIONS IN THE EMPLOYEE REIMBURSEMENT SYSTEM
INSTRUCTIONS ON HOW TO IMPORT (Attach) DOCUMENTS TO TRANSACTIONS IN THE EMPLOYEE REIMBURSEMENT SYSTEM In the Emplyee Reimbursement System, users with verifier and apprver/prxy access rights have the ability
More informationSupersedes: DPS Policy 10.09 - Internet and Use Of The DPSnet, July 14, 2000 Effective: February 15, 2005 Pages: 1 of 5
Plicy: 13.01 SUBJECT: INTERNET USAGE Supersedes: DPS Plicy 10.09 - Internet and Use Of The DPSnet, July 14, 2000 Effective: February 15, 2005 Pages: 1 f 5 1.0 POLICY PURPOSE Detrit Public Schls (DPS) Internet
More informationNHVAS Mass Management Spot Check Checklist
Legal Entity Name f NHVAS Operatr: DTMR Representative: Lcatin: NHVAS Mass Management Spt Check Checklist Spt Check Date: Spt Check Number: DMS Number: 540/ The fllwing surces f evidence have been identified
More informationInformation Security Policy
Purpse The risk t Charlestn Suthern University, its emplyees and students frm data lss and identity theft is f significant cncern t the University and can be reduced nly thrugh the cmbined effrts f every
More informationIssuing of qualifications and statement of attainment Policy and Procedures Version: 3.0 Last Modified: 1 March 2015
Issuing f qualificatins and statement f attainment Plicy and Prcedures Versin: 3.0 Last Mdified: 1 March 2015 Purpse ANC issues AQF certificatin dcumentatin nly t a learner whm it has assessed as meeting
More informationTechnical Writing - TheUsers Visa (SHR User Accunt)
POLICY Number: 7311-25-004 Title: Saskatn Health Regin User Accunt Plicy Authrizatin [ ] President and CEO [X] Vice President, Finance and Crprate Services Surce: Directr, Infrmatin Technlgy Services Crss
More informationCOUNSELING DEFINITIONS
Client TERM COUNSELING DEFINITIONS DEFINITION The client is the business, if it exists. In the case f a prspective business, the client is the individual. In-Business: Cmpleted required registratin(s),
More informationexpertise hp services valupack consulting description security review service for Linux
expertise hp services valupack cnsulting descriptin security review service fr Linux Cpyright services prvided, infrmatin is prtected under cpyright by Hewlett-Packard Cmpany Unpublished Wrk -- ALL RIGHTS
More informationInternet and Social Media Solicitations: Wise Giving Tips
Internet and Scial Media Slicitatins: Wise Giving Tips Charities use a wide variety f methds t slicit charitable dnatins. New and pwerful technlgies utilize nt just the internet and email, but als scial
More informationIT Help Desk Service Level Expectations Revised: 01/09/2012
IT Help Desk Service Level Expectatins Revised: 01/09/2012 Overview The IT Help Desk team cnsists f six (6) full time emplyees and fifteen (15) part time student emplyees. This team prvides supprt fr 25,000+
More informationUICCU Online Banking Customer Agreement
UICCU Online Banking Custmer Agreement I. Intrductin II. Accessing Yur UICCU Accunts Thrugh Online Banking III. Web Site Terms and Cnditins IV. Online Banking/Bill Paying Terms and Cnditins a. General
More informationAffiliate Service Agreement
Affiliate Service Agreement A. Harringtn Limusine Service (HLS) is searching fr an Affiliate Partner in yur area t better serve HLS s clients. Please cmplete this fillable PDF frm in its entirety. In rder
More informationPENETRATION TEST OF THE INDIAN HEALTH SERVICE S COMPUTER NETWORK
Department f Health and Human Services OFFICE OF INSPECTOR GENERAL PENETRATION TEST OF THE INDIAN HEALTH SERVICE S COMPUTER NETWORK Inquiries abut this reprt may be addressed t the Office f Public Affairs
More informationHIPAA Notice of Privacy Practices. Central Ohio Surgical Associates, Inc.
HIPAA Ntice f Privacy Practices Central Ohi Surgical Assciates, Inc. THIS NOTICE OF PRIVACY PRACTICES (THE NOTICE ) DESCRIBES HOW HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN
More informationThe HR Coach Certification Student Information Sheet
The HR Cach Certificatin Student Infrmatin Sheet Welcme t Caching: Yu will be prvided with a cmprehensive Student Resurce Manual during rientatin. Until then this student infrmatin sheet is designed t
More informationo I hereby request a total SURRENDER of my contract/certificate (please enclose).
Distributin Request Frm Prtective Life Insurance Cmpany (PLICO/"the Cmpany") Prtective Life and Annuity Insurance Cmpany (PLAIC/"the Cmpany") Cntract Owner Custmer Service Office: Cntract Annuitant P.O.
More informationFrequently Asked Questions About I-9 Compliance
Frequently Asked Questins Abut I-9 Cmpliance What is required t verify wrk authrizatin? The basic requirement t verify wrk authrizatin is the Frm I-9. This frm is available n the HR website: http://www.fit.edu/hr/dcuments/frms/i-9.pdf
More informationVulnerability Management:
Vulnerability Management: Creating a Prcess fr Results Kyle Snavely Veris Grup, LLC Summary Organizatins increasingly rely n vulnerability scanning t identify risks and fllw up with remediatin f thse risks.
More informationBLUE RIDGE COMMUNITY AND TECHNICAL COLLEGE BOARD OF GOVERNORS
BLUE RIDGE COMMUNITY AND TECHNICAL COLLEGE BOARD OF GOVERNORS SERIES: 1 General Rules RULE: 17.1 Recrd Retentin Scpe: The purpse f this rule is t establish the systematic review, retentin and destructin
More informationPayment & Dispute Management Policy
BACKGROUND, GOALS & OBJECTIVES Business Issue/Opprtunity In 2013, Lenv initiated a series f prjects t imprve the verall custmer experience fr ur custmers and business partners. The timeliness and accuracy
More informationGuidelines on Data Management in Horizon 2020
Guidelines n Data Management in Hrizn 2020 Versin 1.0 11 December 2013 Guidelines n Data Management in Hrizn 2020 Versin 16 December 2013 Intrductin In Hrizn 2020 a limited pilt actin n pen access t research
More information