Corporate card

Corporate card guidelines and procedure manual

Introduction

This program consists of a charge card issued in both your name and Concordia University. It has been designed to facilitate the purchase of low-dollar items (less than $1,000 canadian) as well as Travel & Entertainment expenses.

The following guidelines cover the use and administration of the Corporate Card Program. These guidelines must be followed in conjunction with the terms of the Purchasing Policy as well as the Travel and other allowable expenses Policy.

Purpose of the corporate card program

To provide a simplified means to purchase and pay for business-related travel and entertainment expenses as well as low-dollar value purchases.

Benefits of the Corporate Card Program

• Delegates small dollar purchasing authority to the card holder;
• Purchases are made at the time required;
• Eliminates Requisitions or Minor Purchase Orders for low dollar value items, hence reducing paperwork and processing time;
• Eliminates the Travel Voucher when purchasing airline tickets;
• Allows purchases by phone, fax or in person;
• Simplifies cash advances and eliminates the need to carry cash;
• Eliminates the need to use personal credit card;
• Provides insurance coverage:
  • 500,000 Travel accident Insurance
  • Lost Luggage emergency purchase assistance
  • Auto rental insurance-collision/loss damage (CDW)
  • Emergency Purchase insurance (max $500)
  • Flight Delay insurance ($250 per day)
  • Hotel or motel Burglary insurance (up to $2500)
• Travel assistance:
  • Worldwide Toll Free numbers for emergencies;
  • 24 hour availability Emergency Card replacement for lost or stolen card;
• Legal referral/assistance;

Who may obtain a card

Full time permanent faculty and staff are eligible for a corporate card.

Getting a Corporate Charge Card

An application for a corporate credit card can be obtained by visiting our web site at corporate card application form.Upon receipt,verification and approval of the duly authorized Cardholder Application Form,Financial Services will forward the application to U.S. Bank Canada.

Authorization

The approval of the Cardholder Application Form by the department head, to whom the applicant reports is required. In the case of the faculties, the approval of the dean is required. The approval form must address the card spending limit, the authorization, if applicable, for the cardholder to obtain cash advances as well as the type of commodities which can be purchased with the card.

Receipt of Card

The card will be issued and sent to Financial Services approximately 10 working days after the application has been received by the Bank's card centre. Upon receipt of the card, Financial Services will contact the cardholder to attend a scheduled training session. At the training session, the travel coordinator will provide instructions in the use of the card and explain how to complete the Expense Report that will be sent to Accounts Payable for payment. Upon receipt of the card, the cardholder will be required to sign the card acknowledgement form.

Acknowledgements

By signing the card acknowledgement form (TBA) the cardholder acknowledges his/her understanding of the terms, conditions and regulations regarding the use of the card as defined in these guidelines, and accepts responsibility for the card to be in his/her possession.

Card activation

The card must be activated by calling the 1-800 number indicated on the card sticker.The integrated voice response system will verify your identity by using the information provided on the Application Form.

Cardholder Responsibility:

The Cardholder is responsible to always secure reasonable prices on behalf of Concordia University and to report a lost or stolen card. As well, the cardholder must:

• Attend the Training Session and abide by all policies and Procedures governing the use of the card;
• Sign the Cardholder Agreement;
• Retain all documentation and reconcile to monthly Cardholder Statement of account; Complete an Expense Report and have it approved and sent to Accounts Payable within 10 working days of receipt of the monthly statement.

Automatic renewal

A new Corporate Card will be mailed directly from U.S. Bank Canada to Concordia University on or before the expiration date.

Financial Controls

Concordia's Corporate Card Program uses internal management controls as well as features and reports from U.S.Bank to ensure that Procedures are properly followed.

Such controls include:

• Card Limits;
• Type of Purchases / Commodity Exclusions;
• Reports provided by U.S. Bank Canada;
• Audits;

Card limits

Each card is assigned a default limit of $5,000 with authorization to withdraw cash advances up to a maximum of 20% of the Monthly limit. If Travel and Entertainment spending requirements are Expected to exceed $5,000 per month, a limit increase can be obtained,subject to approval by the employee's immediate supervisor.

Types of Purchases

Restrictions can be placed on the type of expenses (Travel & Entertainment, Purchases, Cash advances) that can be incurred by the cardholder. Restrictions placed on the type of expenses, as defined by Concordia, are monitored and controlled by U.S. Bank Canada.

If approved, the card is to be used to procure low-dollar value items of $1,000 Canadian or less (including applicable taxes and shipping/handling). Restrictions based on dollar-values are monitored and controlled at Financial Services in conjunction with the terms of the Purchasing Policy.

If approved, the card is to be used for traveling on Concordia University business. Restrictions pertaining to allowable versus non-allowable expenses are monitored and controlled in Financial Services, in conjunction with the terms of the Travel and Other Allowable Expense Policy.

In cases where non-allowable expenses have been charged to the card, a personal cheque, payable to US Bank Canada Inc. must be attached to the Expense Report. Please note that the expense report should only list the expenses which are allowable as per University Policy.

Cash advances

Upon approval, a Personal Identification Number ( PIN ) will be issued. The PIN will allow access to cash advances either from a bank teller or through an Automated Teller Machine (ATM).

It is in Concordia's best interest to keep the number of advances to a minimum. Each advance has a minimum charge of $2.00 and also bears an interest charge.

Cash advance Transaction

The cash advance will appear on the Corporate Card statement as a line item identified as Cash Advance.

The cardholder will need to submit an itemized Expense Report detailing the use of the funds and attach all receipts to his/her Expense Report.

Cash advances must be accounted for in the month that they were withdrawn.

Cardholder statement

Cardholders will receive a monthly Cardholder Statement of Account which will list all the transactions charged during that cycle period.

Following receipt of the statement, the cardholder must submit an itemized Expense Report detailing the use of the funds and attach all original receipts to the claim form. Please refer to the Policy on Travel and other Allowable Expenses for additional details on how to complete Expense Reports.

Payments

Cardholders have two options for the payment of their account:

1. Upon receipt of the statement, the cardholder may pay the full amount charged directly to U.S. Bank Canada. The cardholder shall then claim a reimbursement by submitting an approved Expense Report designating the cardholder as the payee and following the procedure described in this policy;



OR

2. Upon receipt of the statement, the cardholder may submit it, along with an Expense Report, following the procedure outlined in this policy with the Corporate Card company being designated as the payee. The University shall then pay the amount approved directly to the Corporate Card company;



OR

3. In the case of the Faculty of Arts and Science and Engineering and Computer Science, all Corporate Credit Card accounts for faculty members will be reimbursed using option (a).

Returns, credits and disputed items

In the event that an item on the monthly Corporate Card statement does not agree with the cardholder receipts, the supplier must be contacted immediately. Most exceptions or issues can and should be resolved between the cardholder and the supplier.

If a credit is required, and the supplier agrees to credit the cardholder's account, the Expense Report should mention that a credit is still pending resolution but will be forthcoming.

If the supplier does not agree that an error has been made, the cardholder must notify U.S.Bank Customer Service immediately at 1 - 800 - 588 - 8065 and confirm the notification by fax.

The next month's statement will reflect the amount of the disputed item until the question is resolved.

Disputed charges must be identified in writing to the bank within 60 days of the statement date. Disputes will then be resolved by the bank within 90 days.

Boxes, containers, special packaging, packing slips, etc. should be kept until it is certain that the goods are to be kept. Some items cannot be returned without the original packaging materials.

Canceling lost or stolen cards

option A: Cancel/returning a card

The CARD must be returned to the CORPORATE CARD ADMINISTRATOR if:

• The cardholder leaves Concordia University's employment
• The cardholder has misused the card privileges
• The cardholder is no longer authorized to use the card
• The card is no longer required

It is the responsibility of the cardholder's immediate supervisor to ensure that the card is returned to Financial Services and cancelled.

• Card must be cut in half
• Both halves must be returned to the Corporate Card Administrator with a memo stating the reason for the cancellation/return
• The Corporate Card Administrator will notify U.S. Bank Canada to cancel the card

option B: Lost or stolen card

If the card is lost or stolen:

• U.S. Bank Canada must be notified immediately
• Advise the Corporate Card Administrator

Upon receipt of your call, further use of your card will be blocked. Prompt action in these circumstances can reduce Concordia's liability for fraudulent charges. A replacement card will be issued directly to you as soon as possible.

Key contacts

U.S.Bank Canada Visa Commercial Card Centre:

Visa International Service Centre (Canada and U.S.): 1 - 800 - 847 - 2911

The Visa Assistance Centre is a central source for emergency assistance,claims assistance and international travel information worldwide.

1. Emergency Message Centre
2. Emergency Ticket/lost Ticket
3. Emergency Cash
4. Valuable Document Delivery
5. Prescription assistance
6. Delayed/lost luggage Assistance
7. Legal Assistance and Bail
8. Passport/visa

Lost / Stolen Reporting: 1 - 800 - 588 - 8067

Emergency service is provided 24 hours per day, 365 days a year basis to:
Report lost or stolen card and Arrange emergency card replacement

Customer Service: 1 - 800 - 588 - 8065

Normal hours of service are 8:00 am - 8:00 pm. E.S.T for the following:

1. Resolving problems on any purchase
2. Answering questions about account balances
3. Activating new cards
4. Report lost/stolen cards
5. Get your current balance
6. Get transaction detail on your account

Corporate card inquiries, please contact our Corporate Card Administrator:
Sylvia Diabo
sdiabo@alcor.concordia.ca
514 - 848 - 2424 Ext. 4946