Trent University Subject: Number: POLICIES and PROCEDURES CORPORATE PURCHASE PUR 075 CARD Effective Date: Issued by: Contact: October 1999 Financial Services Purchasing Services Ext. 7216 Supersedes: NEW 1.0 Objective: Certain departments make many small dollar value purchases. To eliminate the need for preparing purchase requisitions by these departments for processing by Purchasing Services, the University has introduced a departmental Corporate Purchase Card serviced by US Bank Canada Visa. The Corporate Purchase Card enables the user to quickly purchase low dollar value items and simplifies the payment of suppliers. The University encourages departments to make use of the Corporate Purchase Card and decrease the use of Low Value Purchase Orders. 2.0 Scope 2.1 The Corporate Purchase Card may be used to purchase low dollar value goods and services from any supplier within Canada who accepts VISA. These cards typically have two financial limits 1) a single transaction limit of $1500.00 Cdn 2) a monthly credit limit based on the requirement of the Cardholder 2.2 These cards have a number of restrictions and are not available for the purchase of airline tickets, accommodations, rental cars and food (restaurant meals/grocery stores). The American Express Corporate Card is an alternative to full time employees requiring a Corporate Travel Card. 2.3 The card must never be used for personal purchases. Use of the Corporate Visa Purchase card for personal use may result in cancellation. 2.4 The card cannot be used to obtain cash advances. The American Express Corporate Card is available to full time employees requiring short-term cash advances. 2.5 Due to Canada Customs regulations the Corporate Visa Purchase card may not be used to any purchases outside of Canada. 3.0 Eligibility To be eligible for a Corporate Purchase Card an applicant must: be a full time employee of the University be authorized to order small dollar goods and services as a normal job requirement have the approval of the departmental Supervisor have the approval of the Visa Card Co-ordinator/ Manager of Purchasing Services complete an Employee Cardholder Agreement- Appendix A or (http://www.trentu.ca/admin/finance/purchasing/forms/purchase_card_application.p df) Page 1 of 5
complete an US Bank Canada Purchasing Card Application (http://www.trentu.ca/admin/finance/purchasing/forms/purchase_card_application.p df) 4.0 Liability The Department is responsible for all business expenses charged to University Purchase Cards. The Cardholder s personal credit rating is never affected by activity on the Corporate Purchase Card. When an employee completes the Cardholder Agreement, he/she agrees to use the card for business purposes only. If personal purchases are charged to the card, the Cardholder is obligated to pay the University back immediately and may lose charging privileges. 5.0 Applying for a Card Card Application Packages may be obtained by contacting the Purchasing Services. The card applicant and his/her manager will be required to complete two forms: 1) Appendix A - Employee Cardholder Agreement the Cardholders obligation to the University 2) US Bank Canada Purchasing Card Application application to the bank. The completed forms should be returned to Purchasing Services where they will be reviewed and forwarded to the Visa processing centre. The final decision to issue an employee a purchase card is the responsibility of the Purchasing Manager. Purchasing Services will notify the applicant when the card is received. The card must be picked up in person at the Purchasing Services Office. There are two basic types of Visa purchasing cards available: 1) Cardholder Card: this is a typical Visa assigned for use by the named Cardholder only 2) Department Card: this can be assigned to a particular department (e.g. Information Services) and used by any authorized persons within that department. Budget Restrictions (OPTIONAL): Budget restrictions can be applied to either Purchasing card or Department card. Restrictions can include an active spending period and/or a limited budget (e.g. you may set Cardholder B to have a budget of $500 from September through April) 6.0 Card Holders Responsibilities 6.1 Using the card - The card may be used to purchase goods or services from suppliers that accept Visa. The supplier will treat the transaction as a normal credit card transaction. The Cardholder will be required to sign the charge slip and the Cardholder s signature must match the signature on the back of the card. THIS CARD SHOULD NOT BE GIVEN TO ANOTHER STAFF MEMBER OR STUDENT EMPLOYEE. THE CARDHOLDER MUST COMPLETE ALL TRANSACTIONS PERSONALLY. 6.2 Transaction Limits / Monthly Credit Limits - The Purchase Card is different from a personal credit card in that it is restricted in three ways: 1) The card has a transaction limit typically $1500.00. A single purchase, taxes included, cannot exceed $1500.00 Canadian. Page 2 of 5
2) The card has a monthly credit limit established in consultation with the Purchasing Manager. This amount cannot be exceeded during the one-month billing period. 3) The card has supplier restrictions. Airlines, hotels, rental cars and food/restaurants have been restricted. The card will fail if used at a travel supplier or a grocery store. 6.3 Purchasing from Suppliers outside Canada - The card may not be used to purchase goods outside Canada. For assistance in purchasing any goods or services outside Canada, please contact Purchasing Services. Note: if a Canadian supplier utilizes a bank outside Canada, your transactions may be blocked or declined 6.4 Documentation All Visa purchases must be documented with original purchase receipts. When ordering by telephone and a receipt is not available, packing slips and shipping documentation should be retained in lieu of a receipt. Cardholder must maintain a record of transactions for reconciliation with the Monthly Visa Statement. 6.5 Completing the Monthly Visa Statements - On or before the 10 th day of the month the Cardholder will receive a monthly statement emailed in PDF format from Financial Services. On or before the 20 th day of same month the Cardholder must complete a printout of their statement forward it to Purchasing Services. Every charge and credit on the Visa statement must be accounted for and assigned to a valid University account number. Original receipts and / or packing slips must be attached to the transaction sheet. The Cardholder must sign the Visa Transaction Log confirming all charges are correct, assigned to an appropriate account and incurred for business purposes. The Cardholder s supervisor provides a second original signature confirming that all purchases are appropriate business related charges. 6.6 Failure to submit a monthly Visa statement three (3) times within a six (6) month period may result in your Visa card being suspended or cancelled. 6.7 Reporting Lost or stolen cards Cardholders are required to safeguard the Purchase Card like a personal credit card. The Cardholder s department will be held responsible for all charges up to the time the card is officially reported missing to US Bank Canada Visa Customer Service at 1-800-588-8065. Missing cards should also be reported to Angela Sikma in Purchasing Services at 748-1011 ext 7216 or email angelasikma@trentu.ca 6.8 Disputed charges If the monthly Visa statement contains an incorrect or duplicate charge it is the Cardholder s responsibility to call the supplier and resolve the matter. If a charge is unidentifiable, the Cardholder should contact US Bank Canada Visa at 1-800-588-8065 and request a copy of the charge slip. Resolving a disputed charge will require one or more billing periods, in the meantime the Cardholder must accept the charge and provide an account number to cover the expense until the dispute is resolved. Page 3 of 5
7.0 Purchasing Services / Account Payable Responsibility 7.1 Purchasing Services reviews all charges to the Corporate Purchase Card Program on a monthly basis and investigates non-compliant transactions. 7.2 Accounts Payable will process Visa Transaction Sheets on a monthly basis insuring that all expenses are posted to the departmental expense accounts. 7.3 Purchasing Services reserves the right to cancel card charging privileges for Cardholders in violation of this procedure. 7.4 Accounts Payable pays the University s total outstanding Visa charges on a monthly basis. Cardholders are never assessed late payment fees. If you have any questions please contact Angela Sikma at ext 7216 or angelasikma@trentu.ca Page 4 of 5
EMPLOYEE VISA CARD HOLDER AGREEMENT I acknowledge receipt of Trent University Corporate Purchase Card number APPENDIX A Pur - 075 Card number Expiry Date issued by the US Bank Canada to Trent University. I acknowledge that this card has been issued to me by Trent University to make necessary business purchases on behalf of the University in the course of my regular duties and I will not use the card to make any personal purchases. I fully understand that I am responsible to the University for all purchases made using this card as authorized by my Department Head/Supervisor and in accordance with Trent University s Purchase Card procedures. I agree to surrender the card immediately upon my retirement, termination of employment, or upon the request of an authorized representative of Trent University. I understand that using the card after privileges are withdrawn is prohibited. I undertake to protect the Card and the card account number and realize that it is for my use only and not to be divulged or shared with any other person (except a merchant with whom I am transacting University business) If the card is lost or stolen, I will immediately notify US Bank Canada Customer Service at 1-800-588-8065 and the Trent University VISA Card Co-coordinator Angela Sikma at Purchasing Services. I understand that failure to promptly notify VISA of the theft/loss or misplacement of the VISA Purchasing card could expose the University to fraudulent use of the card for which my department is responsible. I understand that personal use of the card will result in the immediate removal of cardholder privileges and I authorize the University to obtain reimbursement of any non business charges through payroll deductions. Due to Canada Customs border restrictions, I understand the use of this card is for Canadian purchases only (for purchases outside of Canada, contact Purchasing Services). I understand and agree that the monthly VISA statement must be reconciled with applicable account numbers and original receipts and returned to Purchasing Services no later than the 20th of each month. Failure to submit a statement three times within a six month time period may result in the suspension and/or cancellation of my Trent VISA card. I understand that the following financial limits have been placed on this card: 1) Per Purchase Dollar Limit: $ 2) Total monthly Credit Limit: $ I acknowledge that I have read and agree to comply with the terms and conditions of this agreement and I will use the Card in accordance with University policies and procedures. I confirm my agreement to said terms and conditions by signing below and by retaining and using the card. Cardholder s Signature Cardholder Name (please print) Date Purchasing Approval/Date Page 5 of 5