DECLINING BALANCE CARD POLICY/PROCEDURES

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DECLINING BALANCE CARD POLICY/PROCEDURESDeclining Balance CardA Declining Balance Card (DBC) is a pre-loaded Visa card issued by Bank of Americato be used by OU employees when accompanying student travel groups. This card isloaded with a specific dollar amount and the card remains active until either the fundsare exhausted or a specific deadline date is reached. These cards are more restrictivethan normal Purchasing Cards (Pcards) as the amount funded on the card is based onthe budget for the trip and purchases are restricted to approved merchant types only.These cards are limited to transactions that do not require a signed contract. Cardscan only be issued to full-time Norman campus employees who are travelling withstudent groups. Expenses authorized on the DBC are restricted to student meals,lodging, onsite registration, admission, transportation, and certain miscellaneousexpenses. Employee meals and lodging are allowed charges ONLY whenaccompanying students who are participating in the authorized student group travel.The employee must stay at the same hotel and eat at the same restaurant with thestudents in a coach/sponsor role to be considered an authorized expense. While thesecards may be utilized for the majority of expenses associated with student travel, it isrecommended that an alternative method of payment be available for transactionsnot suitable for the DBC.Requesting a CardTo request a card, submit a DECLINING BALANCE CARD APPROVAL form located inCrimson Corner https://cc.ou.edu under Pre-Approval Forms. The budget worksheetwill include details such the anticipated date of the first charge (this is the date thecard will become active), travel begin and end dates, total number of nights of travel,an estimated number of travelers, an estimated amount to be spent for each expensetype, etc. Financial Services will review the budget and if necessary forward toPurchasing for additional approvals. Please note the DECLINING BALANCE CARDAPPROVAL form should be submitted no later than 3 weeks prior to the anticipateddate of the first charge or the trip begin date (whichever is earlier). Submissions afterthat date may not allow enough time for approvals and/or card creations. If approvedyou will be notified that you can submit a DBC application located l.It should be completed andforwarded to pcard@ou.edu for processing. Once the card has been received by thePurchasing Department, the cardholder will be notified to pick up their DBC andto sign the Declining Balance Card Agreement located at equests to alter a previouslyapproved budget by either amount or time frame must go through the same approvalsas the initial request and should be made as far in advance as possible.Using the CardThe DBC can be used like any other credit card with merchants that accept Visa. Thecard is enabled with Chip and PIN technology meaning that it is a standard-size creditcard with both an embedded chip and a traditional magnetic stripe. The PIN (Personal

DECLINING BALANCE CARD POLICY/PROCEDURESIdentification Number) will be sent separately from your DBC and will be shipped viaregular mail to your campus address. While the PIN is not currently required in theUS for regular use, PINs are standard in other countries and may be required if youtravel outside of the US. Please note that although the card will be issued with a PIN,cash withdrawals are not permitted.Cards are embossed with the University’s Federal Employer’s Identification Number(FEIN) and are exempt from Oklahoma state sales tax. It is the responsibility of thecardholder to ensure that the exemption is upheld and that tax is not paid within thestate of Oklahoma.The cardholder is the only authorized user of the card and allowing anotherindividual to use the card will deem the card as compromised and result in it beingcancelled. Documentation must be retained for each transaction and includesufficient information to identify the expense.Reconciling TransactionsDBC transactions will post in the same Works database in which Pcard transactionspost. Transactions will post a few days after the charge is made and are to bereconciled by the approver. As these transactions are preapproved, they only need tobe signed off on by the approver of the card. DBC transactions will abide by the samecutoff deadlines as Pcard transactions. Cutoff dates for the current year can be foundat http://www.ou.edu/purchasing/pcard/index.html.DBC AuditingAll original receipts and supporting documentation should be submitted to FinancialServices no later than 30 days after the end of the approved budget date for the travelevent. You must attach a Declining Balance Card Travel Roster for each 0Travel%20Roster.xlsx.Download to Excel the Bank of America Works database listing of all charges for yourDBC. Instructions for how to download this file are found at the end of this document.Next, go to the FS website and download the DBC Audit DBC%20Audit%20Worksheet.xlsx.Copy the columns in your downloaded database (highlight only the columns neededand not the entire sheet) and paste them into the DBC Audit worksheet. You mustenter the required information in columns Q-Y for each transaction line. When this iscomplete email the spreadsheet to fss@ou.edu. In the email body include the originalRequisition # from the approved DBC budget in Crimson Corner, as well as the tripname and date.You still need to send to Financial Services all original receipts and supportingdocumentation. Include as the first sheet a print out of the DBC Budget approval fromCrimson Corner. It will help greatly if the receipts are in the same order as the BOAdownload above. Please note in English a description of the transaction on each

DECLINING BALANCE CARD POLICY/PROCEDURESreceipt. For each lodging receipt you will need to include in the documentation a ov/content.asp?content id 184&menu id 81orGSAhttp://www.gsa.gov/portal/content/104877 per diem rate for the location in whichyou are staying. If you are traveling to more than one destination you will need therate for each location. An Agency-Sponsored Designated Lodging notice, located athttp://www.ou.edu/controller/fss/forms.htm, is required for anything over theallowable rate.Printing a Pcard report in Excel formatLog in to Works, click on Reports on the top left menu. Using the drop-down menu,select “Template Library”.

DECLINING BALANCE CARD POLICY/PROCEDURESSelect “Transaction Summary” and click Run.Under “Output Formats”, uncheck the box next to PDF, and make sure the box ischecked next to Excel. Submit report.

DECLINING BALANCE CARD POLICY/PROCEDURESClick on XLS link under Output Type(s) for Excel spreadsheet.Financial Services will conduct an audit of all expenses after each trip hasconcluded. Cardholders are required to provide sufficient documentary evidence tosupport all charges made using the DBC. Documentation should be in the form of anoriginal receipt, which includes the date, vendor name, description of thegoods/services purchased and the total dollar amount. Transactions will be auditedfor compliance within the terms and limits of the approved budget. Failure to retaindocumentation or comply with budgeted categories and/or limits can result in theDBC being cancelled and future DBC requests rejected. Intentional mishandling ofthe card will be considered misappropriation of University funds and may result indisciplinary action, up to and including termination. Legal action may also result.DBC DocumentationAll original receipts and supporting documentation should be submitted to FinancialServices no later than 30 days after the end of the approved budget date for the travelevent. Supporting documents includes a printed report from the Bank of AmericaWorks database listing all charges for that time period. The report should be signedby the cardholder and the reviewer indicating that the charges have been reviewedand are valid. Small receipts should be taped to a blank sheet of paper.Following are examples of possible expenses and the supporting documentationthat will be required:

DECLINING BALANCE CARD POLICY/PROCEDURES Lodging – hotel receipt listing all charges and the names of theindividual(s) that stayed in the room must be provided. Train or rail tickets – individual(s) name should be listed on the receiptand purpose of travel indicated. Food – receipt along with a completed and signed Food and BeverageExpense Certification form. Admission Tickets – receipt for tickets along with a list of the individualsin attendance should be provided.Contact Financial Services at 325-3021 for any questions regardingdocumentation requirements.

Requesting a Card To request a card, submit a DECLINING BALANCE CARD APPROVAL form located in Crimson Corner https://cc.ou.edu under Pre-Approval Forms. The budget worksheet will include details such the anticipated date of the first charge (this is the date the card will become active), trav

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