Corporate Card Program Handbook - University Of Calgary In .

Corporate Card Program HandbookProcedures and RegulationsCorporate Card Program2500 University Drive NW Calgary, Alberta, CANADA T2N 1N4Telephone: (403) 210-9300Email: nk Customer ServiceCanada and USA 1-888-823-9657Outside Canada and USA (collect) 1-416-750-6138Revised March 2021

TABLE OF CONTENTS1. INTRODUCTION . 42. ROLES & RESPONSIBILITIES . 42.1 Corporate Card Program Team. 42.2 Department and Reports to Manager Approver . 42.3 Cardholders . 42.4 Reconcilers/Delegates. 52.5 Budget and Project Approvers . 52.6 Research Accounting. 53. APPLICATION PROCESS . 53.1 Cardholder Eligibility . 53.2 Applying for a Card . 53.3 New Card Issue and Activation . 64. USING THE CARD . 74.1 Transaction Limits . 74.2 Allowable and Restricted Purchases . 7Allowable PCard transactions (materials and supplies) include:. 7Restricted PCard transactions include: . 8Allowable T&E Card travel expenses include: . 8Allowable T&E Card hospitality expenses include: . 9Restricted T&E Card transactions include: . 94.3 Online / Web Purchases . 104.4 Email / Fax Orders. 104.5 In Person . 104.6 Shipping Instructions . 104.7 US / Foreign Shipments. 114.8 Pre-Authorized Recurring Payments. 114.9 Billing Address . 115. RECONCILING THE CARD STATEMENT . 125.1 Monthly Billing Cycle. 125.2 PCard Reconciliation . 125.3 T&E Card Reconciliation . 136. MANAGING THE CARD . 146.1 Receipts . 142

6.2 Missing Receipts. 146.3 Limit Increases . 146.4 Card Security . 156.5 Inactive Cards . 156.6 Canceling a Card . 156.7 Scotiabank Customer Service (Call Centre) . 166.8 Lost or Stolen Cards . 166.9 Payments/Delinquency Fees . 166.10 Renewal Cards . 166.11 Transaction Disputes and Fraud . 176.12 Splitting Transactions . 186.13 Transactions in a Foreign Currency. 186.14 Updating Cardholder Information 187. CARD PROGRAM CONTROLS . 197.1 Card Violations. 197.2 Unreconciled Transactions . 197.3 Escalation Process for Past Due Corporate Card Transactions (PCard and T&E Card) . 197.4 Suspended Card Reinstatement Process . 207.5 Document Retention. 217.6 Department Internal Controls . 217.7 PCI Compliance . 218. TRAVEL & INSURANCE . 228.1 Travel Notification . 228.2 Preferred Travel Supplier . 228.3 Travel Insurance . 228.4 Travel Credits 229. APPENDIX . 23Referenced Documents . 2443

1. INTRODUCTIONThe University of Calgary Corporate Card Program offers employees an efficient and cost-effectivemethod of paying for work-related materials, services, and travel. It reduces the need for out-of-pocketexpenses and the use of personal funds.Scotiabank Visa is the preferred supplier of the University corporate cards.Available card types include: The Purchasing Card (PCard) provides an efficient and expedient means of making low-dollar, lowrisk purchases of materials and services. The Travel and Expense Card (T&E Card) provides a method of paying for business-related travelpurchases, as well as allowable hospitality expenses.Either or both cards may be obtained depending on the business requirements of the applicant. Todetermine which is best suited, refer to USING THE CARD Allowable and Restricted Purchases.2. ROLES & RESPONSIBILITIES2.1Corporate Card Program TeamThe Corporate Card Program Team oversees the program, establishes procedures and regulations,provides reports, assists Cardholders and Departments with issue resolution. The Team is responsiblefor providing program support and guidance on card usage and monitoring for compliance withUniversity policies and the procedures as outlined in this handbook.2.2Department and Reports to Manager ApproverThe Cardholder’s department is responsible for ensuring that the Cardholder to whom they entrustissuance of a card will spend operational and/or project funds in a responsible manner adhering toUniversity policies and Corporate Card Program guidelines.The Cardholder’s department is responsible for notifying the Corporate Card Program immediately ofany change to the Cardholder’s employment status, change of department, or extended absences ofthree months or longer. They must also ensure that all outstanding transactions are reconciled andsubmitted online with appropriate documentation.By signing the Cardholder agreement form and any limit increase forms, the department budget owneragrees that transactions will be charged to their department budget if the Cardholder does not reconcileor purchase in accordance with the Cardholder’s responsibilities.2.3CardholdersThe Cardholder accepts the responsibility of being issued a University Credit Card by signing theCardholder Agreement, attending a training session and taking possession of the physical card.Cardholders are responsible for adhering to the Corporate Card Program Agreement terms andconditions and Corporate Card Program guidelines as well as notifying the Corporate Card Program ofany change to their employment status as listed above.4

2.4Reconcilers / DelegatesReconcilers (including delegates) are optional and can be assigned by the Cardholder to reconciletransactions on their behalf. The reconcilers perform the reconciliation duties, according to therequirements and deadlines outlined for the specific card, as detailed in this handbook.Note: Regardless of the assignment of a reconciler/delegate, the Cardholder remains responsible forappropriate card usage and deadlines. The Cardholder must provide the reconciler with adequateinformation so the reconciler/delegate may complete the task in a timely manner to meet the deadlinesstated in this handbook. The information required includes the monthly credit card statement and allrelated invoices/receipts.2.5Budget and Project ApproversBudget and Project Approvers are responsible for the approval of the card transactions. The cardtransactions will route through workflow to the approver of the funds to which the Cardholder allocatedtheir transactions. All transactions are available for approval through the My U of C portal. Theapprover monitors for appropriate spend and allocation to the funds for which they are responsible.2.6Research AccountingThe Compliance & Eligibility group (C&E Team) in Research Accounting is responsible for themanagement, integrity and process review of granting agency compliance and eligibility activities at theUniversity of Calgary. The C&E Team reviews card transactions and expense claims for eligibility andcompliance prior to final approval by budget, project holders or assigned delegates.3. APPLICATION PROCESS3.1Cardholder EligibilityCards are issued at the sole discretion of the Corporate Card Program within Supply Chain Management.Eligible applicants are as follows:PCard: Full-time University Employees and General Associates are eligible. MAPS, Aupe, Full-time, PostDoc Associate, Grad Assistants, Research Assistant, Limitedterm, Fixed-termT&E Card: Full-time University Employees only. General Associates are not eligible for thisprogram. MAPS, Aupe, Full-time, PostDoc Associate, Grad Assistants, Research Assistant, Limitedterm, Fixed-termNote: Students, part-time, hourly, Post Doctoral Fellows or employment terms ending within 6 monthsare not eligible for a Corporate Credit Card.3.2Applying for a Card1. Download the Cardholder Agreement from the University Credit Card website University CreditCards APPLY NOW.5

2. Complete the form, obtaining all required signatures, including the applicants. All agreementsmust be approved by the applicant’s Reports-to Manager, as well as the applicant’s HomeDepartment ID Budget Owner. Self-approval is not permitted and will require a signature of theapplicant’s one-up approver as per the Authority Matrix if the applicant is a Department BudgetOwner.Return the completed Cardholder Agreements for processing by email to finance@ucalgary.caOR, forward by campus mail to Supply Chain Management, Physical Plant, Attn: Corporate CardProgram.3. Applicants are contacted by email to schedule a mandatory orientation session, which includescard issuance.3.3New Card Issue and Activation1. There is a training session specific to each card type that is mandatory before the new card canbe issued and activated. Training includes a complete program overview, including security,compliance and Cardholder responsibilities. PCard: mandatory training must be attended by the Cardholder to receive the card.T&E Card: mandatory training must be attended by the Cardholder to receive thecard.The cardholder’s delegate is also encouraged to attend training sessions.Cardholders do not require training for the replacement of lost or compromisedcards.2. Upon completion of training, Cardholder sign-off and picture identification are required toacknowledge attendance, card receipt and agreement to program compliance.3. Card Activation:a. Confirm that the name embossed on the card is correct. If not, contactfinance@ucalgary.ca immediately.b. Activate the new card following the instructions on the activation sticker on the faceof the card. Further secure information required for activation will be provided attraining and on the instructions provided with each new card. Activation includesthe creation of a unique secure code for use with the chip and PIN feature.Activation is instant, and card usage can commence immediately.c. Read and understand the Scotiabank Commercial Card Cardholder Guide & ChipInformation pamphlet enclosed with the new card.d. After card activation, Cardholders are required to log in to the ScotiabankCentreSuite website to change their temporary password to a secure password. Thisis Scotiabank’s proprietary website from which monthly statements can be viewedand downloaded. Login credentials and related information is provided duringtraining and on the instructions provided with each new card.e. The card must be kept in a secure location and used in a safe manner. Refer toMANAGING THE CARD Card Security6

4. USING THE CARD4.1Transaction LimitsThe PCard is used for the payment of low-dollar, low-risk goods and services. There are two types ofdefault spend limits assigned to this card. The monthly limit is the total amount of spend that can occurduring the statement period. The single transaction limit is the total amount of a single purchase, not adaily limit.The default limits set on the PCard are:Single Transaction Limit: 5,000Monthly Limit: 10,000The T&E Card is used for hospitality, entertainment and business travel expenses. The default monthlyspend limit will accommodate most requirements of a traveller during the statement period. There is nosingle transaction limit due to the nature of the expenses permitted on the card.The default limits set on the T&E Card are:Monthly Limit: 25,000If there is a specific requirement for higher limits, the Cardholder may request an increase. Under nocircumstances shall the Cardholder request the supplier to split charges to avoid the single transactionlimit. The request must be made prior to the purchase. Refer to MANAGING THE CARD LimitIncreases4.2Allowable and Restricted PurchasesEach card is set up and regulated to allow for specific transaction types. Certain items allowed on onecard may not be permitted on the other. Applicants may require either or both cards, depending ontheir business needs.Note: To help reduce the amount of purchase orders being created, Cardholders are encouraged to usetheir corporate cards with preferred suppliers whenever possible.Allowable PCard transactions (materials and supplies) include: AdvertisingAHS/CLS invoicesArt suppliesBooksCatering up to 5000Cell phones/parts/accessoriesComputers and partsCourierEquipment under 5000 7Instructional materialsJournal/magazine subscriptionsLab/research suppliesMemberships (non-PER funded)Office suppliesPrinting servicesPublication/page chargesSubject feesTools