Document Sample
travel Powered By Docstoc
					  Keene State College
Purchasing Card Program

       Individual Travel Card –
          Excludes Air/Rail
          Revised July 2007
                Travel Process
  Individuals will contact the KSC approved vendor, (Milne
  or Accent)* and make his/her travel arrangements.
*The travel agency can reserve hotel & car rental
  but the traveler must use their Pcard upon arrival
  at the hotel and/or car rental agency.
   Travel vendor e-mails itinerary to traveler and
  Traveler forwards itinerary to responsible Budget
  Manager to obtain approval.
             Travel Process

Please Note: The individual traveler cannot approve
his/her own travel. The Budget Manager or Faculty
Enhancement Manager must always approve an
individual’s travel documentation.
International – traveler obtains budget manager’s
approval and vice-president pre-approval.
If using Faculty Enhancement money, traveler obtains
approval from Accounts Payable and pre-approval from
the Budget Manager.
             Travel Process
Approvals: Suggested E-Mail Process

1. Domestic Travel: Traveler sends itinerary to Budget
Manager via e-mail requesting trip approval. Budget
Manager forwards the itinerary to Purchasing with

2. International Travel: Traveler sends itinerary to
Budget Manager and Vice-President for pre-approval.
Budget Manager and Vice-President reply to Purchasing
with approvals.
              Travel Process
E-mail must have:

    A. Stated Business Purpose of trip
    B. FOAPAL – Account trip is to be charged to

Purchasing can not process requests without written
(we suggest e-mail) proof of budget approval.

Once approval e-mail is received by Purchasing –
Purchasing calls in order and sends confirmation e-mail
to Traveler.
              Travel Process
Purchasing will charge the appropriate departmental account
Charge will appear on departmental monthly budget reports.
Advantages of this system:

1. Uses faster, more efficient e-mail communications.
2. Administrative Assistant does not have to call Travel
   Agency with release number
3. Administrative Assistant does not enter any documentation
   into Banner
                 Travel Process
When the traveler calls the travel agency to make travel
arrangements, the following information is needed:
 Date of departure              Passenger phone number
 Date of return                 Transfers to/from the
 Originating City             airport
 Destination city               Any physical disabilities
 Number of travelers            Excess baggage
 Names of travelers           requirements
  **Remember: No one can approve his/her own
                  travel arrangements**
Verify and Activate Purchasing

Verify your name & spelling of your name on the
Purchasing Card.
Turn the card over and sign on the white strip.
Activate the card today by calling (866)-602-8170.
After activation, peel off the removable strip on the front
of your card.
  Cardholder Responsibilities
Separate the lost & stolen portion of the tri-fold from
your PCard name and number.
Keep the lost & stolen number in a secure and accessible
Protect the card – do not leave it in view. The card
should be kept in a locked desk drawer or file cabinet
when not in use.
Comply with all policies & procedures.
Remember, the Pcard is for your use only – do not loan
your card or account number to anyone else to use,
including your supervisor, others in you department or a
student worker.
  Cardholder Responsibilities
Stay within the established card limits and within
allocated department budget. It is a violation to split a
payment into more than one transaction to allow a
purchase that is over your card limit. If you need your
limit increased, please contact your Account Manager.
Review transactions via email daily. You will receive
email notification of each purchase, generally within 2-3
days. These notifications, as well as your monthly
statement, come from “Banner Pcard”. Your must verify
that each transaction is valid. A transaction that you do
not recognize is often the first indication that your
account number has been stolen.
         Cardholder Responsibilities
           (Sample Daily Notice)
         From:      Banner PCard
         To:        Cardholder
         Subject:   Daily PCard Notice (05/20/2004)
Vendor   These transactions have been received.
Name     Please provide proper documentation to your account manager as soon as possible.
         If you have questions regarding your statement, then please contact your account

                                                      Sweep date                            Transaction
         Credit Card No: **********000000
         Cardholder Name: Cardholder
         Invoice Date        Bank Date           Sweep Date
         Invoice Num    Vendor Name                             Transaction +Charge/
                                                                Amount      -Credit
           Seq Num Fund    Orgn   Acct   Prog   Actv   Line Amount
         5/17/2004           5/19/2004           5/27/2004
                        NORTHEAST AUDIO VISU                           482.61    +
           1        5U0000 KFDCTS 711000 020                482.61

                                                           Foapal default account
         Cardholder Responsibilities
          (Sample Monthly Notice)
From:         Banner PCard
To:           Cardholder
Subject:      Monthly PCard Statement (04/01/2004-04/30/2004)

  These transactions have been received.
  Please provide proper documentation to your account manager as soon as possible.
  If you have questions regarding your statement, then please contact your account

                                                                                       Card number
  Credit Card No: **********000000
  Cardholder Name: Cardholder                                                          (last 6 digits)
  Invoice Date          Bank Date         Sweep Date
  Invoice Num      Vendor Name                           Transaction +Charge/
                                                         Amount      -Credit
    Seq Num   Fund    Orgn   Acct  Prog  Actv   Line Amount
  4/8/2004              4/12/2004         4/20/2004
  S0279442         VOLUNTEER NH]                                 45.00    +
    1         1DG3CH UGAOFF 710300 020   UGAPRG       45.00

  4/23/2004               4/26/2004                 5/4/2004
                     Boise Office Porducts
                                                                         164.95       +
     1          1DG3CH UGAADM 711000 020           UGAL6I       164.95

           Foapal default
Cardholder Responsibilities
Assist with the resolution of any disputes that might
Submit documentation for the purchases to your Account
Manager in a timely manner as determined by your
department. Statements are due in the KSC Purchasing
Office on the 10th of the month.
Ask your Account Manager or the Purchasing Office
questions in advance of a purchase, when in doubt.
Purchase on contract (see Purchasing Website for list: –
U-Save for auto rental; OfficeMax/Boise for Office
  PCard Program Limits
     Max dollars per transaction - $3,000

     Max dollars per month - $10,000

     Max number of transactions per day - 10

     Max number of transactions per month – 100
               All these limits are coded into
               the Purchasing Card

REMEMBER! YOU (the Cardholder) are the
ONLY person authorized to make purchases
using your Purchasing Card.
          Account Managers
General Rule:
  It is sound and established business practice to have
  the Account Manager be the supervisor of the
  Cardholder. We will support this model but realize to
  achieve our goals of fiscal responsibility, Banner
  access and account redistribution processing we will
  need to grant exceptions to our general rule.

Conditions for Granting Exceptions to General Rule:
  Active Banner User.
  Approved by Supervisor to make any/all Pcard
  Account Manager authorized changes in Banner.
       Account Managers

Fiscally responsible for departmental transactions.

Authorized person serving as Account Manager must
review, approve and sign off on monthly Pcard
   Account Manager Role

The Account Manager role in Banner can be assigned
to the Supervisor of the Cardholder or someone
identified in the department that is not the
Cardholder. The “non-supervisor” person that is
authorized to perform the Account Manager functions
by the Supervisor is responsible to review and sign off
on all monthly statements and must follow all
KSC/USNH Pcard rules and regulations. Any/all
violation notices will be sent to the Supervisor,
Account Manager and Cardholder.
   Account Manager Role

Account Managers in Banner can also be given the
authority to reallocate funds within their budget limit.
If your would like to be able to do this – please
contact us for further information and training.
          Account Manager
Submit applications for new cards for your department
when necessary. You can download the form from – /forms.cfm.
Maintain communication with your Cardholders.
Review documentation in a timely manner and add any
missing information. Remember – all monthly
statements are due in the KSC Purchasing Office by the
10th of the month.
Reconcile documentation to statement for each
Cardholder on a monthly basis.
        Account Manager
     Responsibilities (Cont’d)

Monitor Cardholder use and compliance. You will receive
daily notification and monthly statements for each
Communicate with the Campus Card Administrator when
Cardholder violations occur.
Request policy exceptions for Cardholders when
          Lost or Stolen Card
             What To Do
If your card or number is lost or stolen, the
CARDHOLDER must notify JP Morgan Chase
IMMEDIATELY. Call 1-800-316-6056 to report the
loss. The number is available 24 hours a day, 365 days
a year. Also notify Tammy LaFreniere at 358-2494, and/or Shelly Palmer at 358-2493, in the Purchasing Office.
REMEMBER – unlike a personal account, your
department will be responsible for all charges made
against a lost or stolen credit card, up until the time the
card is reported as lost, therefore, it is very important
that the call be made immediately.
Purchases the Travel Card Can
        Be Used For

The following authorized travel expenses must be for the
benefit of the University System of New Hampshire and
its member institutions.
    Conference & registration fees
     Conference Packages
  Lodging –
     Reasonable telephone calls
  Business Meals –
     Meals eaten alone do not qualify as business meals
Purchases the Travel Card Can
    Be Used For (Cont’d)

 Vehicle rental -
    Departing from KSC utilize U-Save Auto Rental (Contracted
 Gasoline –
    Fleet and rental vehicles ONLY
 Transportation from airline to hotel & back –
    Shuttle service, taxi, metro lines
    Parking lot fees.
Purchases the Travel Card Can
      Not Be Used For

Air/Rail                Movies
Alcohol                 Non-Business Meals (per
Awards, gifts, prizes   diem)
Cash Advances           Personal items
Donations               (regardless of intent
                        to reimburse)
Entertainment &
hospitality             Room Service
Flowers                 Services: professional or
     Point of Sale Verification
If a supplier requests a business address as verification
of your account with the bank, the following address
should be given to the supplier:
    Keene State College
    229 Main Street, Keene NH 03435
    (603)- 358_ _ _ _ (use Cardholder’s campus
    tel #)
If your card is denied, call the bank’s customer
service immediately:
Contact Tammy LaFreniere or Shelly Palmer if the bank
cannot assist you.
          Hotel Reservations

Usually the Administrative Assistant will make the hotel
reservations for you. However your card may be
required when you check in/out of your room.

NOTE: When you check in at the hotel, it is strongly
encouraged to present a second card that can be
charged for items/services not allowed on the KSC travel
         Hotel Reservations
Please use the following guidelines when making a
  When using the internet, be sure you are on a secure
  Print out your reservation information before closing from
  the site.
  Hotel room and tax charges, reasonable phone charges
  and internet hook up may be charged to the card.
  All other incidental expenses must be billed and paid
  separately by the traveler. These charges may include,
  but not be limited to: personal phone calls in excess of 10
  minutes daily, room service, health facilities, mini-bar
  service, movies, spas, etc.
             Business Meals
Business meals are those with a clearly substantiated
business purpose, i.e., those directly associated with
active conduct of USNH business. Examples of business
meals are:

  Group travel meals
  Departmental meetings
  Business meetings with colleagues
  Dinners with potential students, donors or prospective
             Business Meals
You must provide an itemized receipt for meals as well
as attendees names and the business purpose. The
business discussion may not be secondary to the
purpose of the meal. Alcohol is not allowed to be
purchased with the Pcard.
REMEMBER: Meals eaten alone do not qualify as
business meals. These meals are generally reimbursed
at the per diem rate. Meal expenses cannot exceed the
current posted per diem rate for the city/area in which
you are traveling.
             Vehicle Rentals

When departing from KSC use U-Save (our contracted
If using the Pcard to rent a vehicle, the Cardholder must
be listed as the primary driver on any/all rental forms.
Generally the Traveler should decline the Collision
Damage Waiver (CDW) and Loss Damage Waiver (LDW)
insurance coverage since our agreement with
MasterCard provides for the basic vehicle rental
             Vehicle Rentals

Some exceptions are:
   The rental period exceeds 31 days
   Cargo vans & high end specialty vehicles
   Traveling outside the U.S., in a country not covered
   by MasterCard as listed in the MasterCard Benefits
   Guide. Call 1-800-MC-Assist for more information.
In the above instances, the traveler must purchase the
vehicle rental insurance. If this applies, please contact
Cardholder name and campus address MUST be on all documentation
Block out card Number on documentation
(The 7 required points)
  Who - Vendor or supplier name
  Where – Vendor or supplier address
  What – Brief description of goods purchased
  When – Date of purchase
  How many – Number of units purchased
  How much – Unit price and total order amount
  Business purpose – Very important
     Substantiate a clear business purpose for use of dept funds
Invoices are the preferred form of documentation
Cardholders must verify that the seven points of documentation are
on all invoices.
Examples include:
   Invoices and hotel folios
   Itemized restaurant receipts – not just total bill
   Car rental invoices noting travel destination
   Clear business purposes:
      Business discussion
      Group names/team names
      Meeting attendees
Substitute documentation is allowed in rare and unusual
instances. However, lack of original documentation is a
Cardholder violation and maybe misconceived as a
personal purchase and subject to investigation. It must
include the above information along with the following:

  Explanation of why original documentation is not
  Vendor Identification (vendor name and address)
  Cardholder identification (name and card number)

You can obtain a missing slip form by emailing either
Tammy LaFreniere – or Shelly
Palmer –
   Document Retention
Account Managers or Cardholders are responsible for
filing the documentation supporting all purchases.
Reconciled statements are to be filed by date in order to
retrieve, upon request, with supporting documentation
attached for all Purchasing Card transactions.
Account Managers or Cardholders are responsible for
maintaining all documentation for all their Purchasing
Card transactions in accordance with proper
documentation procedures. Records must be retained
for at least three (3) years after the fiscal year end.
         Internal Procedures
             (Paper Trail)

Cardholder retains appropriate documentation as defined
in the Cardholder guide, for each purchase made.
Each month the Cardholder receives a monthly
statement of activity that includes transactions from the
first business day to the last business day of a month.
Cardholder prints statement and attaches sequentially,
the corresponding documentation for each transaction
listed. A clear and concise business purpose must be
stated on either the receipt or the monthly statement
next to the charge.
       Internal Procedures
    (Paper Trail – Continued)
Cardholder matches the receipts to their statement for
the month, then signs and dates the statement and
forwards to their Account Manager for review.
Note: When there is a small receipt, please tape it to
an 8-1/2 x 11 sheet of paper; this will eliminate the
chances of losing the receipt.
Account Manager reviews packet for appropriate
purchases and documentation and provides signature
sign off on the Cardholder statement and sends
statement to Tammy LaFreniere or Shelly Palmer at
       Internal Procedures
    (Paper Trail – Continued)
The Business Manager also reviews the Cardholder
receipts and monthly statement during their monthly
internal audit, and provides signature sign off on the
Cardholder statement if the supporting documentation is
in compliance.
If the documentation is unsatisfactory the Business
Manager will work with the Cardholder and/or Account
Manager to resolve the identified non-compliance issues.
Items that remain unresolved for a period of time
greater than 30 days are forwarded to the purchasing
card administrator for resolution.
       Internal Procedures
    (Paper Trail – Continued)

Any failure to comply with these conditions may result in
the withdrawal of the privilege of using the purchasing
card for all purchases, up to and including termination of
         Internal Procedures
           (Electronic Trail)

The Cardholder receives both purchasing card daily
transactions and monthly statements directly from
Banner Finance Production via Outlook.
The Account Manager also receives daily transaction
notifications and monthly statements of purchasing card
The Account Manager can access FAAINVT to query the
purchasing card activity. The Account Manager has the
ability to change feed dates and accounting distributions
         Internal Procedures
      (Electronic Trail – Cont’d)
  If you would like to conduct these transactions, please
  contact us for training. Otherwise, theses requests
  should be directed to Business Managers, Tammy
  LaFreniere – or Shelly Palmer –
• Tammy LaFreniere and Shelly Palmer have access to
  FTMCARD where new Cardholders are entered and/or
  changes are made to existing Cardholders Pcards.
         Internal Procedures
             (Audit Trail)
KSC Pcard Audit:
   Goal – to assure that established auditing and
   approved business practice rules and regulations are
   All Cardholders and Account Managers are trained on
   their roles and responsibilities for the Pcard program.
   Cardholders review their Pcard activity and review
   monthly statements.
   Authorized departmental Account Managers reviews
   Banner monthly statements.
   Internal Procedures
 (Audit Trail - Continued)
Authorized departmental Account Managers approves
& signs off on hardcopy monthly statements of
All monthly statements are sent to the KSC
Purchasing office by the 10th of each month.
KSC Pcard Business Manager(s) review all monthly
Pcard statements.
Cardholder and Account Managers are contacted for
any/all inquiries about monthly statements.
If monthly statements are not resolved within 15
days – letter is sent to Cardholder and Account
    Internal Procedures
  (Audit Trail - Continued)
If monthly statements are not resolved within 30
days – 2nd notice letter is sent to Cardholder, Account
Manager and Supervisor
If monthly statement is not resolved within 45 days –
3rd notice letter is sent to Cardholder, Account
Manager and Supervisor
If monthly statement is not resolved within 60 days –
4th and final notice is sent to Cardholder, Account
Manager and Supervisor with day of Pcard
  Documentation on the WEB
              Cardholder Manual: proc/chapter
                09/toc 09.html

           KSC Purchasing Manual:

             KSC Travel Manual:

          Contact Information
If you have any questions or problems, contact your
Account Manager and/or the Campus Card Administrator
for assistance:
                      Tammy LaFreniere
                         Shelly Palmer
          Lost or Stolen Card call JP Morgan Chase

Shared By: