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Departmental Travel Card (Departmental Travel)

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Title: Departmental Travel Card (Departmental Travel)


1
Departmental Travel Card(Departmental Travel)
  • Office of the Controller

Office of the Controller
2
Whats in your wallet?
Office of the Controller
3
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 Cardholders needs, the
    Cardholder may apply for the Departmental Card
    for the following
  • Commodities Only (i.e. Office Supplies, Printing
    Services, etc.)
  • Departmental Travel Only (i.e. Airfare, Hotel,
    etc.)
  • 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.

4
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 AP employee Part-time staff
Full-time USPS employee Students
Full-time Faculty employee Research Assistants
Non-University Employees
5
Application Training Process
  • Applicant must submit a completed Cardholder
    Application form.
  • 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 Controllers
    website.
  • Applicant must attend the required training
    session.
  • Applicant must complete and sign the Cardholder
    Agreement.
  • The Credit Card will be ordered after the
    application, agreement, and training session are
    completed by the applicant.
  • The Credit Card will arrive to the Cardholders
    campus address within 7-10 business days.

Office of the Controller
6
Card Limits and Controls
  • Departmental Card (Travel) Standard Limits
  • 10,000 monthly credit limit
  • 5,000 single transaction limit. Per
    Transaction does not mean daily limit.
  • Billing cycle runs from the 1ST of the month to
    the last day of the month.
  • These are initial limits, and are subject to
    reduction or increase, based on usage as
    determined by the Credit Solutions Team.

7
Do You Need a Credit Increase?
All temporary and permanent increases must
include a justification and approval from the
Cardholders 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 eForm

Forms can be found at http//finance.fiu.edu/cont
roller
8
Acceptable Purchases (Travel)
  • Prior to making any travel arrangements for
    University staff, students or non-employees, 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
  • Airfare (Domestic Foreign)
  • Hotel (Domestic Foreign)
  • Registration Fees (Domestic Foreign)
  • 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 3rd party car rental arrangements
    for another authorized traveler.

Manuals can be found at http//finance.fiu.edu/co
ntroller
Office of the Controller
9
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.
  • To make a reservation, call the State of FL
    Reservations Customer Service at 1-877-690-0064
    and reference Account Number XZ41D69. Or, visit
    http//www.enterprise.com/car_rental/deeplinkmap.d
    o?bid028refIdFLINTER2 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/2emall.html.  
  • To make 3rd 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
    /Electronic20Billing20Agreement.pdf and email
    to the contact information at the bottom of the
    form (stateoffloridabrse_at_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/co
ntroller
Office of the Controller
10
Declined Transactions
  • The most common reasons that a transaction is
    declined include
  • Exceeding the single or monthly transaction
    limits.
  • Data connection error between the merchant and
    the Bank.
  • The merchant falls under the Blocked Merchant
    Category (i.e.. liquor stores, ATM machines,
    flower shops, etc.)
  • 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/cont
roller
11
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 SunPass transponder rental charges on rental vehicles in addition to cost of tolls
Lodging within 50 miles of headquarters or home (unless justified) 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
12
Internet Purchases
  • Use good judgment. Do not use your
    Departmental Card if you would not use your own
    personal credit card at the Internet Site.
  • 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//.
  • Before completing the transaction,
  • the Cardholder should make a
  • print screen of the information or
  • use the confirmation email to serve
  • as the receipt.
  • After completing a transaction,
  • the Cardholder needs to verify that the vendor
    does not keep or store the card number or
    cardholder information.

13
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.
  • The Cardholder should inform the vendor that
    the purchase is tax-exempt before the transaction
    is completed.
  • 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/cont
roller
14
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
  • 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

15
Consequences for Misuse
  • 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.
  • 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
    Cardholders salary warrant.
  • If the Cardholder uses the card for personal
    gain, or falsifies records, the Cardholder will
    be subject to disciplinary action, which may
    include termination.

16
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
  • Discontinue the use of the card temporarily.
  • Complete submit an updated Cardholder
    Application.
  • Submit all receipts from the previous
    department to the Approver.
  • If the new department will not approve the
    individuals continuation as a Cardholder, notify
    the Credit Card Solutions Team and return the
    card using the Card Cancellation Form.

Forms can be found at http//finance.fiu.edu/cont
roller
17
Termination of Employment
  • When a Cardholder terminates their employment
    with the University, the Cardholder or Approver
    is required to
  • Stop using the Card, immediately or at a
    minimum of two weeks prior to their last working
    date.
  • Notify the Credit Card Solutions Team by email
    before the Card Cancellation Form is sent.
  • Complete the Card Cancellation Form.

Forms can be found at http//finance.fiu.edu/cont
roller
18
Renewal Cards Bank Statements
  • The initial Departmental Card will be issued for
    a period of three (3) years.
  • One month prior to the expiration date, the Bank
    will mail a new card to the Cardholder at their
    campus address.
  • If any transactions were made during the billing
    cycle, a bank statement will be sent to the
    Cardholders campus address by the 10th of the
    month.
  • The cardholder will be able to log onto the
    PaymentNet system to view their electronic
    statement. (http//www.paymentnet.jpmorgan.com)
  • 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 Cardholders file.
  • IMPORTANT Notify the Credit Card Solutions Team
    of any changes regarding the Cardholders campus
    address.

Office of the Controller
19
Disputed Charges
  • 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.
  • If an agreement cannot be reached with the
    vendor, the Cardholder should complete the formal
    Dispute Process in the PaymentNet system. Please
    refer to page 43 of the Departmental Card Manual
    for detailed instructions on this process.
  • 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/cont
roller
20
Receipt / Invoice Requirements
  • Receipts may be a
  • 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.
21
Receipt / Invoice Requirements
  • 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.
  • 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.
  • Individual departments are encouraged to
    establish their own procedures for receipts and
    invoices in order to ensure effective control
    over their credit card usage.

22
Receipt/Invoice Requirements (Travel)
The Cardholder must provide to their Approver the
following documents
  • Copy of the approver Travel Authorization
  • Original airline ticket or e-ticket
  • Original Hotel Folio
  • Car Rental receipt
  • Receipts for additional travel related
    transactions
  • Copy of the Expense Report submitted to the
    Travel Department
  • Copy of any additional documentation required
    by the University, stating the purpose of the
    travel.

23
Processing of Transactions
  • Card charges are electronically received from
    the Bank to PantherSoft Financials on the first
    business day following the 1st of each month.
  • Cardholders must provide itemized receipts and
    bank statements to their Approvers for
    reconciliation.
  • Approver must review and approve all
    transactions within ten (10) business days from
    the day the charged post.
  • All documentation must be maintained for five
    (5) fiscal years for audit purposes.
  • 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.

24
Missing Receipts
  • If a Cardholder loses a receipt or invoice, they
    should attempt to obtain a copy of the receipt
    from the vendor.
  • 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.
  • The Replacement Receipt form will NOT be
    accepted for a missing Hotel Folio.
  • Continued use of the Replacement Receipt form
    will not be acceptable.
  • 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/cont
roller
Office of the Controller
25
Card Security
  • Under no circumstances will the Departmental
    Card or card number be given or loaned out to
    another person.
  • Each Cardholder is responsible for the security
    of the card assigned to them.
  • Any Cardholder sharing their card information or
    allowing another individual to use their card may
    have their card cancelled.
  • Report lost or stolen credit cards, or
    fraudulent transactions to the Bank
  • (800) 270-7760.

26
Credit Card Solutions Contacts
Name Title Phone Email
Ramon Duenas Associate Controller (305) 348-3422 Ramon.Duenas_at_fiu.edu
Sandra Duran Assistant Controller (305) 348-2269 Sandra.Duran1_at_fiu.edu
Tracye Eades Mickle Credit Card Solutions Administrator (305) 348-2920 eadesmic_at_fiu.edu
Nicolette Turnquest Credit Card Solutions Associate (305) 348-2419 nturnque_at_fiu.edu
Tashaun Williams Credit Card Solutions Assistant (305)348-1603 tashaun.williams_at_fiu.edu
Jonathan Seife Credit Card Solutions Accountant (305) 348-3150 jonathan.seife_at_fiu.edu
Website http//finance.fiu.edu/controller Panth
erSoft Financials (305) 348-7200 Travel
Department (305) 348-4041
27
Questions ?
  • Office of the Controller

28
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