Departmental Travel Card Departmental Travel Office of the

Departmental Travel Card (Departmental Travel) Office of the Controller

What’s in your wallet? Office of the Controller

Departmental Card Introduction There are 3 types of Departmental Cards. They are designed to provide University faculty and staff the ability to place orders for supplies and services, as well as travel related expenses for the department or both. Depending on the Cardholder’s needs, the Cardholder may apply for the Departmental Card for the following: ü Commodities Only (i. e. Office Supplies, Printing Services, etc. ) ü Departmental Travel Only (i. e. Airfare, Hotel, etc. ) ü Dual Use (both Commodities and Departmental Travel) The individual assigned this card would become the “Departmental Travel Liaison” should not use this card for their own travel and under most circumstances, the Departmental Card should not leave the department. Office of the Controller

Who is Eligible? The Departmental Card is issued to University staff responsible for making purchases and travel arrangements on behalf of their departments or programs. The Cardholder must understand the Departmental Card policies and procedures, and must provide documentation for all transactions. Eligible Non-Eligible Full-time A&P employee Part-time staff Full-time USPS employee Students Full-time Faculty employee Research Assistants Non-University Employees Office of the Controller

Application & Training Process ü Applicant must submit a completed Cardholder Application form. ü The Credit Card Solutions Team will notify the applicant of upcoming training sessions. The dates and times of the training session are available through the Office of the Controller’s website. ü Applicant must attend the required training session. ü Applicant must complete and sign the Cardholder Agreement. ü The Credit Card will be ordered after the application, agreement, and training session are completed by the applicant. ü The Credit Card will arrive to the Cardholder’s campus address within 7 -10 business days. Office of the Controller

Card Limits and Controls Departmental Card (Travel) Standard Limits: ü $10, 000 monthly credit limit ü $5, 000 single transaction limit. “Per Transaction” does not mean daily limit. ü Billing cycle runs from the 1 ST of the month to the last day of the month. ü These are initial limits, and are subject to reduction or increase, based on usage as determined by the Credit Solutions Team. Office of the Controller

Do You Need a Credit Increase? All temporary and permanent increases must include a justification and approval from the Cardholder’s Business Unit Approver (VP, Dean or Director). For Temporary Increases, utilize the “Temporary Account Maintenance Request” form: For Permanent Increases, utilize the “Departmental Card Application” e. Form: Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Acceptable Purchases (Travel) Prior to making any travel arrangements for University staff, students or nonemployees, an approved Travel Authorization (TA) must be in place. No charges are to be made without an approved TA on file. The Departmental Card can be used for the following travel expenses: ü Airfare (Domestic & Foreign) ü Hotel (Domestic & Foreign) ü Registration Fees (Domestic & Foreign) Ø Car Rentals: The FIU Departmental Card (Dual/Travel Use) may only be used when the cardholder is traveling with a team/group or when facilitating 3 rd party car rental arrangements for another authorized traveler. Manuals can be found at: http: //finance. fiu. edu/controller Office of the Controller

Acceptable Purchases (Travel) Rental Cars (continued) The State of Florida has a contract with Enterprise Rent-A-Car / National Car Rental and should be the rental agency of first choice. v To make a reservation, call the State of FL Reservations & Customer Service at 1 -877690 -0064 and reference Account Number XZ 41 D 69. Or, visit http: //www. enterprise. com/car_rental/deeplinkmap. do? bid=028&ref. Id=FLINTER 2 to begin your reservation. An FIU customized web link will be available next week for booking reservation at Purchasing Services E-Mall http: //finance. fiu. edu/purchasing/2 emall. html. v To make 3 rd party arrangements, you must establish a billing number. To do so, please complete the billing agreement form http: //finance. fiu. edu/controller/Docs/Cr_Card_Sol/Electronic%20 Billing%20 Agreem ent. pdf and email to the contact information at the bottom of the form (stateoffloridabrse@ehi. com) An Enterprise representative will contact you to complete the process and establish your billing account. This Billing ID will be used to reserve on behalf of an individual traveling for the University. Manuals can be found at: http: //finance. fiu. edu/controller Office of the Controller

Declined Transactions The most common reasons that a transaction is declined include: ü Exceeding the single or monthly transaction limits. ü Data connection error between the merchant and the Bank. ü The merchant falls under the Blocked Merchant Category (i. e. . liquor stores, ATM machines, flower shops, etc. ) ü Expiration Date or CVC Code is being input wrong Need a temporary lift of the merchant block or a temporary increase? Utilize the Temporary Account Maintenance Request form. Please allow 1 -2 business days for the approval of this request. Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Restricted Purchases (Travel) The following items may NOT be purchased with the Departmental Card: Alcoholic beverages Pay-for-view movies in hotel/motel room Cancellation charges (unless justified) Personal insurance on rental vehicles Non University business related cell phone expenses Personal phone calls, including calls home Childcare costs Pet care costs Expenses for non-business related activities such as sightseeing or entertainment Personal plane use Expenses incurred by spouse or family Repairs, towing service, etc. for personal vehicles Extra baggage charges for personal items, i. e. golf clubs or skis Room service Late checkout fees Fees for the use of a hotel safe, unless mandatory by the hotel Laundry, cleaning, pressing expenses for trips of six days or less Lodging within 50 miles of headquarters or home (unless justified) Sun. Pass transponder rental charges on rental vehicles in addition to cost of tolls Supplies associated with the business activities of a trip costing more than $100 Lost or stolen cash or personal property Tips for maid services Meals not included in the cost of registration Traffic citations, parking tickets, and other fines Mileage from home to headquarters or headquarters to home Travel insurance Mini Bar Charges Bank overdraft fees Parking expenses at assigned workplace Credit card late fees and/or interest charges * View entire list on the Travel Website Office of the Controller

Internet Purchases ü Use good judgment. Do not use your Departmental Card if you would not use your own personal credit card at the Internet Site. ü Always select vendors who have secure Internet sites. Look for the closed lock symbol usually found in the lower right hand portion of the screen or a site address that starts with “https: //”. ü Before completing the transaction, the Cardholder should make a print screen of the information or use the confirmation email to serve as the receipt. ü After completing a transaction, the Cardholder needs to verify that the vendor does not keep or store the card number or cardholder information. Office of the Controller

State of Florida Sales Tax Exemption All transactions made within the State of Florida are exempt from the State of Florida Sales and Use Tax. ü The Cardholder should inform the vendor that the purchase is taxexempt before the transaction is completed. ü If the vendor will not deduct the sales tax or will not honor the tax exemption without additional paperwork (even after speaking with a manager), the Cardholder may continue with the purchase, but should note on the receipt that an attempt was made to not have the sales tax charged. Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Misuse of the Departmental Card Any Cardholder, who knowingly and willingly makes purchases or attempts to make purchases that violate State Laws, FIU Policies, Travel Policies and Procedures, assists another employee in such purchases, or fails to report the violation, may be subject to disciplinary action in accordance with the Cardholder Agreement. Misuse of the Departmental Card may also include, but is not limited to: ü ü ü ü Allowing another individual to use the card or card number Failure to submit receipts Delays in approving transactions Non-Compliance with the Purchasing Policies & Procedures, and Travel Policies & Procedures Splitting transactions to avoid the single transaction limit Falsification of Records Fraud and Theft Using the card for personal gain Office of the Controller

Consequences for Misuse ü If the Cardholder violates the Departmental Card guidelines and procedures, steps will be taken to correct the violations. If violation continues, the card will be revoked. ü If purchases were not for University business, the Cardholder will be required to reimburse the University for the full amount of any inappropriate transaction. If reimbursement does not occur, this amount may be deducted from the Cardholder’s salary warrant. ü If the Cardholder uses the card for personal gain, or falsifies records, the Cardholder will be subject to disciplinary action, which may include termination. Office of the Controller

Cardholder Transfers within University If a Cardholder transfers to another department within the University, they are not required to cancel their card unless the new department will not approve the individual for a card. The following steps must be completed for a Cardholder PRIOR to transfer: ü Discontinue the use of the card temporarily. üComplete & submit an updated Cardholder Application. ü Submit all receipts from the previous department to the Approver. ü If the new department will not approve the individual’s continuation as a Cardholder, notify the Credit Card Solutions Team and return the card using the Card Cancellation Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Termination of Employment When a Cardholder terminates their employment with the University, the Cardholder or Approver is required to: ü Stop using the Card, immediately or at a minimum of two weeks prior to their last working date. ü Notify the Credit Card Solutions Team by email before the Card Cancellation Form is sent. ü Complete the Card Cancellation Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Renewal Cards & Bank Statements ü The initial Departmental Card will be issued for a period of three (3) years. ü One month prior to the expiration date, the Bank will mail a new card to the Cardholder at their campus address. ü If any transactions were made during the billing cycle, a bank statement will be sent to the Cardholder’s campus address by the 10 th of the month. ü The cardholder will be able to log onto the Payment. Net system to view their electronic statement. (http: //www. paymentnet. jpmorgan. com) ü The original or copy of the Bank Statement must be submitted by the Cardholder to their Approver for reconciliation, and should be filed with the supporting receipts in the Cardholder’s file. ü IMPORTANT: Notify the Credit Card Solutions Team of any changes regarding the Cardholder’s campus address. Office of the Controller

Disputed Charges ü The Cardholder should attempt to resolve any disputes or billing errors directly with the vendor first. Usually, the vendor will issue a credit to the card for the incorrect charge. ü If an agreement cannot be reached with the vendor, the Cardholder should complete the formal Dispute Process in the Payment. Net system. Please refer to page 43 of the Departmental Card Manual for detailed instructions on this process. ü The Cardholder will be liable for all charges incurred if a fraudulent transaction is not disputed within 5 days following the end of the billing cycle in which the disputed transaction occurred. Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Receipt / Invoice Requirements Receipts may be a: ü ü ü Hotel Folio Fax confirmation E-mail (with details) Completed Web order form Completed mail order form Invoice Cardholder must always submit all original receipts to their Approver within three (3) days of transaction date or immediately after traveler returns from trip. Office of the Controller

Receipt / Invoice Requirements ü When the cardholder submits receipts to their approver, the cardholder is acknowledging the goods or services were received and the charges comply with University policies and procedures. ü Upon approval of the charges, the approver is certifying they have reviewed the individual charges with the cardholder and that the charges comply with the University policies and procedures. ü Individual departments are encouraged to establish their own procedures for receipts and invoices in order to ensure effective control over their credit card usage. Office of the Controller

Receipt/Invoice Requirements (Travel) The Cardholder must provide to their Approver the following documents: ü Copy of the approver Travel Authorization ü Original airline ticket or e-ticket ü Original Hotel Folio ü Car Rental receipt ü Receipts for additional travel related transactions ü Copy of the Expense Report submitted to the Travel Department ü Copy of any additional documentation required by the University, stating the purpose of the travel. Office of the Controller

Processing of Transactions ü Card charges are electronically received from the Bank to Panther. Soft Financials on the first business day following the 1 st of each month. ü Cardholders must provide itemized receipts and bank statements to their Approvers for reconciliation. ü Approver must review and approve all transactions within ten (10) business days from the day the charged post. ü All documentation must be maintained for five (5) fiscal years for audit purposes. ü Upon completion of a travel transaction, an Expense Report must be created. The Expense Report and supporting documentation must be scanned to Fax Imaging – (305) 348 -1355. Office of the Controller

Missing Receipts ü If a Cardholder loses a receipt or invoice, they should attempt to obtain a copy of the receipt from the vendor. ü If the receipt or invoice cannot be obtained, the Cardholder must complete and submit the Replacement Receipt form and the approver must inform the Credit Card Solutions Team. ü The Replacement Receipt form will NOT be accepted for a missing Hotel Folio. ü Continued use of the Replacement Receipt form will not be acceptable. ü Submission of more than three (3) Replacement Receipt forms during a billing period may be considered misuse under the Card Program. Forms can be found at: http: //finance. fiu. edu/controller Office of the Controller

Card Security ü Under no circumstances will the Departmental Card or card number be given or loaned out to another person. ü Each Cardholder is responsible for the security of the card assigned to them. ü Any Cardholder sharing their card information or allowing another individual to use their card may have their card cancelled. ü Report lost or stolen credit cards, or fraudulent transactions to the Bank: (800) 270 -7760. Office of the Controller

Credit Card Solutions Contacts Name Title Phone Email Ramon Duenas Associate Controller (305) 348 -3422 Ramon. Duenas@fiu. edu Sandra Duran Assistant Controller (305) 348 -2269 Sandra. Duran 1@fiu. edu Tracye Eades Mickle Credit Card Solutions Administrator (305) 348 -2920 eadesmic@fiu. edu Nicolette Turnquest Credit Card Solutions Associate (305) 348 -2419 nturnque@fiu. edu Tashaun Williams Credit Card Solutions Assistant (305)348 -1603 tashaun. williams@fiu. edu Jonathan Seife Credit Card Solutions Accountant (305) 348 -3150 jonathan. seife@fiu. edu Website: http: //finance. fiu. edu/controller Panther. Soft Financials: (305) 348 -7200 Travel Department: (305) 348 -4041 Office of the Controller

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