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									YOUNGSTOWN STATE UNIVERSITY

Commercial Card

Select Program

Issued by: Materials Management Rev. March 2007

This supplement outlines specific card usage under the Commercial Card Select Program. It is intended for use by only those commercial cardholders authorized by the Materials Management Department to use the Select Program. Refer to the Commercial Card Program Procedures Manual for all other policies and procedures pertaining to the commercial card program.

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Table of Contents

Page

Introduction....................................................................................................... 4 Criteria for Issuing Select Card ........................................................................ 5 Card Usage Guidelines ..................................................................................... 5 Authorized Select Card Expenditures .............................................................. 6 Unauthorized Select Card Expenditures (but not limited to): .......................... 6 Select Cardholder Responsibilities and Procedures ......................................... 6 APPENDIX A .................................................................................................. 8

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Youngstown State University
COMMERCIAL CARD SELECT PROGRAM
Introduction
The Commercial Card Select Program is designed to provide increased flexibility to a limited number of University staff for authorized Travel and BusinessRelated/Entertainment expenses. The Select Card Program is part of the Commercial Card Program administered by the Materials Management Department. The Select Card will only be issued to those who meet the established criteria. Use of a Select Card for Travel and Business-Related/Entertainment expenses is governed by Board of Trustee policy. Anyone using the Select Card must be in compliance with established guidelines. These guidelines cannot cover every issue, exception, or contingency that may arise, and therefore cardholders should use common sense and good judgment in the use of University resources.

Youngstown State University Commercial Card Select Program Administrators: Lisa Mudryk 330-941-3166 ljmudryk@ysu.edu

Contact program administrators for program details or view this supplement at www.ysu.edu/matmgmt/ccard.

Travel Management Office Contacts: Jo Ann Traylor 330-941-1709 (jtraylor@ysu.edu) Accounts Payable Elaine Beatty 330-941-3193 (ecbeatty@ysu.edu) Accounts Payable Contact the Accounts Payable Travel Management Office for questions about travel policy, whether a particular travel expense is allowable, or for questions related to the completion of the Travel Expense Report.

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The Travel Management Office is responsible for auditing all expenses reported on the Travel Expense Report (TER).

Criteria for Issuing Select Card
The Commercial Card Select Program is designed for University personnel who actively conduct University business during travel and community programs. The Select Card will improve the cardholder’s ability to perform official duties and enhance the convenience of processing expenses. The established criteria for participation in the Commercial Card Select Program include: 1. 2. 3. 4. frequency of travel; frequency of need to incur business-related/entertainment expenditures; frequency of development and fund-raising activities; or other unique circumstances.

University participants in the program must be recommended by the Director of Materials Management, approved by the Executive Director of Financial Services, and must sign a Select Cardholder Agreement. The Commercial Card Program www.ysu.edu/matmgmt/ccard. Procedures Manual is available online at

Any exceptions to the published guidelines must be documented in advance to the Program Administrator and approved by the Executive Director of Financial Services. See page 8, “Exceptions to the Commercial Card Program” and page 16, “Card Discipline Process” of the Commercial Card Program Procedures Manual.

Card Usage Guidelines
The Select Card is for business use only. Personal spending on the Select Card is strictly prohibited. The authorized Select cardholder may use the card only for his/her business travel expenditures and business-related/entertainment expenses. The Select cardholder cannot personally benefit from any type of awards program offered in connection with use of the Select Card (e.g. product rebates). A Travel Expense Report (TER) is required for all University travel regardless of the method of payment. All Select Card expenditures are subject to audit.

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All travel expenses must be charged to account 701305 and business-related expenses must be charged to account 701330. The Select Card may not be used for travel for non-employees (guest speakers, etc).

Authorized Select Card Expenditures
      Airfare Registration/Conference/Workshop fees Lodging Non-Motor Pool vehicle rental excluding additional purchased insurance(s) Business meals/entertainment appropriately receipted and documented Gasoline for non-Motor Pool vehicle rentals

Unauthorized Select Card Expenditures (but not limited to):
              Alcoholic beverages (except when charged to discretionary accounts) Any personal expenses Cash advances Charges for someone other than the cardholder unless business-related/hospitality Medical expenses Gasoline except as provided above Lost and/or overweight baggage Personal auto repairs Personal meals/services/entertainment Personal telephone charges Room service Tolls Traffic fines/parking tickets/court costs Travel meals reimbursable on a per diem basis

Select Cardholder Responsibilities and Procedures
The Select Cardholder must:

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1. Identify tax-exempt status at point of purchase to avoid being charged state sales tax; 2. Obtain original itemized receipts; 3. Review on-line posted charges for appropriateness, update account distribution line and accept the charge(s) by the review date deadline; 4. For travel-related charges: a. Enter the total charges on the Travel Expense Report (TER) in the section “Other Direct Charges;” b. Log the individual receipts on the credit card log and note the “TER Number”. Mark the TER number on the statement of account when received; c. Attach original itemized receipts to the corresponding Travel Expense Report (TER) stamping on each “Charged to Select Card” d. Complete and attach Documentation for Business-Related/Entertainment Expenses form to the TER for business/entertainment expenses (Account 701330) incurred while on travel status. Available at www.ysu.edu/vpadmin. 5. For non-travel-related charges: a. Log the individual receipts on the monthly credit card log; and b. Submit statement of account with itemized receipts to General Accounting within five days of the published monthly review date. 6. Non allowable and personal expenses inadvertently charged to the Select Card must be immediately paid in full with a personal check made payable to Youngstown State University. The check is to be submitted to the University Cashier Office with appropriate account distribution identified. The receipt must either be attached to the Travel Expense Report when it is forwarded to the Accounts Payable–Travel Office or included with the monthly receipt submission to General Accounting.

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APPENDIX A
Youngstown State University Visa Commercial Card Select Program CARDHOLDER AGREEMENT (Select Program Authorization) Your participation in the Visa Commercial Card Select Program is a convenience that carries responsibilities along with it. Although the card is issued in your name, it is University property and should be used with good judgment. Your signature below verifies that you understand the special Commercial Card Select Program guidelines outlined below and agree to comply with them.  The Commercial Card Select is provided to employees based on their need for University travel and business-related goods and services. A card may be revoked at any time based on change of assignment or location. The card is not an entitlement nor reflective of title or position.  The card is for business-related purchases only; personal charges are not to be made to the card.  The cardholder is the only University employee authorized to utilize the card for University travel and business related and entertainment expenses.  Use of the card not in accordance with University policies and procedures including the business related expense policy may result in card revocation and disciplinary action.  All charges are billed directly to and paid directly by the University. Any personal charges on the card could be considered misappropriation of University funds since the cardholder cannot pay the bank directly.  Cardholders are expected to comply with internal control procedures in order to protect University assets. This includes obtaining original itemized receipts and reconciling prior to the journal voucher cycle charge. All discrepancies should be reported to the Materials Management Program Administrator. Cardholders must follow proper card security measures and records as per the commercial card program procedures manual.  A lost or stolen card must be reported immediately to the Materials Management Department at Ext 3166 and to a National City representative at 1-800-533-6596.  A cardholder must surrender his or her card to the Materials Management Department upon termination of employment. Commercial Card Program Ohio Revised Code 126.31 enables employees of the University to be reimbursed for actual and necessary travel and other expenses incurred while on official business inside or outside the State of Ohio if authorized by the University. This Policy and the University Travel Procedures outline the procedures and authority for expenditures and reimbursement for official University travel. Persons traveling on University business should incur the lowest practical and reasonable expense while completing the travel process in an efficient and timely manner. University travelers have the duty to avoid impropriety, or even the appearance of impropriety, in any travel expense. I have read the above information and agree to abide by University procedures and policies over the YSU Commercial Card Select Program.

_____________________________________ Cardholder Signature ______________________________________ Department University transaction limit $1500.00 Maximum Limit $15,000.00/month

_____________________________ Date _____________________________ Visa Card Number


								
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