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Card Controls

Issuance of One Card

Renewal of One Card

Tax Exemption

Stringing

Required Documentation

Transactions Requiring Special Documentation or Approval

One Cards with Travel Option

Personal or Prohibited Transactions

Lost/Stolen Cards or Fraudulent Charges

Cardholder Terminations and Transfers

Accountabilities of a Cardholder

Accountabilities of a Student Card Custodian

Accountabilities of a Fiscal Reviewer

Related Information

Card Controls

Campus FIN Structure Responsible Individuals or MUHC Controller's Office will establish appropriate card types, single transaction, and monthly limits for each cardholder, based on the individual Cardholder's responsibilities and purchasing activity. The established maximums for single transaction and monthly limits are $5,000 and $15,000 respectively, but lower limits are encouraged if that level of spend is not anticipated.

Total Cycle limits exceeding $15,000 may be requested if a business need exists. Requests for limits over $15,000 must be submitted to the One Card Team using the Justification field within the One Card Application or One Card Change Form.

Single limits exceeding $5,000 may be granted for rare circumstances. The One Card may be used as a payment tool when the merchant requires immediate payment or requires payment by credit card, and the One Card Team has verified purchasing policies have been met. Requests for limits over $5,000 must be submitted to the One Card Team using the Justification field within the One Card Change Form.

Annually, the One Card Team will provide each department with a One Card Utilization Report. The report will provide, by department, each cardholder's name, card limits, previous calendar year's transaction history, and recommended guidelines for modification. The purpose of the report is for departments to manage their One Card program by:

• Verifying that the appropriate employees are Cardholders.
• Ensuring that One Card limits are appropriate relative to Cardholder activity.
• Cancelling any cards that are inactive or will no longer be needed.

Departments must respond to the One Card Team within 30 days of receiving the Utilization Report. Any cancellation or change requests shall be made using the One Card Change Form. Departments not responding to the One Card Team will have cards temporarily suspended until verifications have been made.

Additionally, the One Card Team will analyze Cardholder activity to determine that spending limits are consistent with usage. Where exceptions are noted, the One Card Team will work with the departments to set appropriate limits and cancel cards as necessary.

Student One Card

The established maximums for single transaction and monthly limits are $1,000 and $5,000 respectively, but lower limits are encouraged if that level of spend is not anticipated.

Single limits exceeding $1,000 and/or monthly limits exceeding $5,000 may be requested if a business need exists. Requests for limits over $5,000 must be submitted to the One Card Team using the Justification field within the One Card Change Form.

Student One Card data will be included in a department's Utilization Report.

Issuance of One Card

Application

Cardholders who have been given permission to have a One Card will complete a One Card Application Form. This form may be completed by a department designee. PeopleSoft will route the application to the FIN Structure Responsible Individual (Campus) or MUHC Controller's Office for approval.

Under unique circumstances, a non-University employee may have a business need to obtain a One Card. The department must coordinate with Human Resources to ensure a Courtesy Appointment has been granted which also indicates home department and funding sources.

Training

Once the One Card Team receives and processes the application, a notification will be sent to the Cardholder or Student Card Custodian with training instructions. Training is available through and consists of three (3) parts:

1. Viewing an interactive slide presentation
2. Reading and acknowledging the Cardholder Agreement
3. Completing a quiz with a minimum score of 80%.

The quiz may be retaken as needed. Passing scores will be reported to the One Card Team following an overnight process.

Receiving Card

Once training has been completed, the One Card Team will send the One Card to the Cardholder via campus mail. If the card has not been received by the Cardholder within ten (10)to fourteen (14) business days following completion of training, the Cardholder should contact the One Card Team at onecard@umsystem.edu.

One Cards are enabled with Chip & PIN technology to improve the security and worldwide acceptance of the One Card. Depending on how the merchant is set up, the Cardholder will be prompted to either sign a receipt or enter a four-digit PIN to complete the transaction. It is strongly recommended to establish a PIN at the time of card activation as transactions may be declined where the merchant requires a PIN.

Student One Card

Each department requesting Student One Cards must provide an explanation of why the Student One Card is needed and how the cards will be used by the requesting department.

Student One Cards will be distributed to the Student Card Custodian. If the card has not been received by the Custodian within ten(10) to fourteen(14)  business days following completion of training, the Custodian should contact the One Card Team.

Renewal of One Card

One Cards expire every four (4)years on the last day of the expiration month, which is embossed on the front of the card.

Cards that have not been used within the twelve-month period prior to expiration will not be reissued to Cardholders.

Replacement cards will be sent to the One Card office.

Tax Exemption

At the time of a purchase, the Cardholder should make the merchant aware of the University's tax exempt status. The University's tax exempt number is printed on the face of the One Card.

Some merchants may prefer a copy of the tax exempt certificate, which may be found at

For a list of other states and their exemption status, refer to the Controller's site at

Cardholders should be aware that the exemption refers to state sales tax, and they may be charged other types of taxes (federal, local, use, etc.).

If sales tax is charged, the Cardholder's department may decide, based on cost benefit, if the Cardholder must contact the merchant to request a refund of the tax.

Stringing

Splitting a large transaction into multiples to the same merchant, when the total transaction exceeds the Cardholder's single transaction limit, is considered stringing. If a transaction needs to be made which exceeds a Cardholder's current single transaction limit, a One Card Change Form may be submitted to request a higher limit.

The requested change will be reviewed by the One Card Team to determine if it is appropriate as a One Card purchase or if a PeopleSoft requisition is required.

Required Documentation

A receipt is required for every transaction made with the One Card. An electronic image (.pdf, .jpg, .tif, etc.) of the document must be attached to the applicable Expense Report within PeopleSoft Financials, where it becomes the official University record. Paper receipts need only be retained if required by a third party.

The preferred documentation is listed below in order of preference:

1. An original receipt from the merchant including the following information. If a receipt shows a limited amount of information or has only part numbers, added information from the Cardholder is beneficial.
   • Merchant Name
   • Transaction Amount
   • Date
   • Itemized description of item(s) purchased.
2. Copies or facsimiles of the original receipt.
3. A packing slip or other documentation received from the merchant.
4. A screen-print or order confirmation e-mail, when making Internet purchases, or a copy of an order-form that was mailed to a merchant to request an item.

If a receipt has been lost, the Cardholder should contact the merchant and request that a copy be provided.

Transactions Requiring Special Documentation or Approval

• Alcoholic Beverages - At times there are legitimate expenditures for alcohol related to the promotion of the University's interests. An attestation or written statement explaining that the expenditure benefits the University must be shown on each transaction that request payment of, or reimbursement for, alcoholic beverages. (See Policy 26401)
• Computer Hardware & Software - Purchases must be in accordance with Policy 12004 and individual campus IT requirements. When purchase approval has been granted the approval documentation must be noted on the Expense Report.
• Dues/Memberships - Use of University funds for organizational memberships and dues may be permitted for institutional memberships in organizations that provide educational or professional service of value to the institution or to one of its component parts. Generally, University funds may not be used to pay individual personal membership dues, unless needed to discharge University responsibilities, or which provide educational, professional, or other services of value to the institution. The purpose of the membership, the name of the organization, and the name of the member must be clearly described on the Expense Report. (See CRR 360.120 )
• Food for Human Consumption - Food can be purchased for a University sponsored event/meeting (business meal) as long as there is sufficient documentation to support the charge. Documentation on the Expense Report must include the specific business purpose of the meeting/event, names of groups/committees, their relationship with the University, and approximate number attending. (See Policy 22312)
• Food for Non-Human Consumption - If food is purchased for non-human consumption the purpose must be provided on the Expense Report.
• Gift Cards - IRS Guidelines equate Gift Cards as equivalent to Cash. Gift Cards are not to be purchased with the One Card unless Campus Finance has verified the program has been approved in accordance with Policy 22308 and the gift card needs cannot be met utilizing the purchasing options within Show-Me Shop. In such cases, UM Procurement must provide purchase exception approval. Approval and Exception documentation must be imaged along with the One Card transaction receipt.
• Incidental Expenses - Certain exceptions to incidental expenses can be made including, for example, flowers, personal convenience items, holiday decorations, and greeting cards. (See Policy 26401) Unusual items that do not have an obvious University purpose must have a statement on the Expense Report explaining how the items will benefit the University.

Lease Payments  - Routine payments for Leases base rent with terms greater than 12 months are not allowed on the One Card.   The variable component of the lease such as utilities, insurance or taxes may be allowable on the One Card.              

• Third Party Payment Providers - If a third party payment provider is being used (e.g. PayPal, Square) documentation must be provided on the Expense Report including what item(s) was purchased and the merchant's name.
• Travel Related Expenses - Any purchases related to travel, e.g. airfare, rental cars, hotel, shuttle services, etc., must have recorded on the Expense Report the business purpose of the trip. Note the name of the traveler in the Assignee field.

Hotels - Room fees, hotel parking, internet charges, or other business related expenses are allowable on the One Card with Travel. The traveler will need to provide a separate form of payment at the time of check-in for incidentals that may occur. Personal expenses such as mini-bar, laundry, gym access, movies, room service, etc. are not allowable on the One Card.   If the traveler is the Cardholder, reservations may be made with his/her One Card. If hotel arrangements are being made for the traveler by another Cardholder, most hotels will require completion of a Credit Card Authorization Form. This form, provided by the hotel, allows the Cardholder to confirm, at the time of reservation, what charges will be allowed on his/her card.

Transportation – Examples of allowable transportation purchases include airline, rail, shuttle,taxi, charter bus & rental cars.  Enterprise & National Care Rental are preferred rental car vendors. An individual renting a vehicle contractually assumes liability for any loss or damage to that vehicle regardless of fault. Risk and Insurance Management recommends that you always use your One Card when renting a car as it provides physical damage coverage at no cost to the University. Rental car agencies offer collision damage liability coverage (CDW/LOW) for a daily fee. Enterprise and National include CDW/LOW at no charge. This optional coverage should be declined unless the rental meets certain requirements, e.g., renting in other countries or renting for a particular use (see Risk Management website). If the One Card is not used, the University's self-insured program pays for any physical damage to the rental vehicle. All accidents involving rental vehicles, regardless of the amount of damage or extent of injury, should be reported immediately to the Rental Agency and the University. A copy of the rental agency report should be submitted along with the Vehicle Accident Report Form UM-5 to the appropriate campus claims coordinator. If the One Card was used for rental, contact 1-800-MC­ ASSIST (622-7747) within 30 days for physical damage coverage to the rental car. If you have any questions, or need additional information on reporting accidents, contact Risk and Insurance Management.

Meals

Individual meals that are reimbursable on a per diem basis as noted in Policy 22603 are not allowed on the One Card. These expenses should be paid using an alternate form of payment and reimbursement requested by completing an Expense Report after travel has concluded.

Business meals, as defined in Policy 22312 that are incurred as part of a meeting or activity including other individuals to discuss University business are allowable on the One Card. Meals expensed to the One Card may not also be included for reimbursement as part of an Expense Report.

Expense Reports within the Travel & Expense module may also require documentation based on the selected Expense Type even though the purchase may not be listed above. Examples include Business Comm, Business Svc, and Supplies. The Cardholder should also work with his/her Fiscal Reviewer(s) for any department specific requirements.

Personal or Prohibited Transactions

If the One Card is accidentally used for a personal purchase, the Cardholder should work with the merchant to reverse the transaction on the One Card and request that the merchant run the transaction on his/her personal debit/credit card.

If the merchant is unwilling or unable to do so, AP Shared Services must be notified by submitting the One Card Reimbursement form. The Cardholder must reimburse the department via check or cash, which will be deposited into University accounts using a Cash Receipts Report (CRR). Alternately, the Expense Report Credit can be applied against any pending Expense Reports. See University One Card Reimbursement Process for additional information.

Lost/Stolen Cards or Fraudulent Charges

In order to protect the University's interest, lost or stolen One Cards must be reported to US Bank (800-523-9078) and the One Card Team. The Cardholder can be liable for all charges incurred until the card is reported lost, stolen, or misplaced.

In the case of fraudulent charges, the Bank  often catches suspicious charges before the Cardholder notices any activity on his/her card. The Bank will contact the Cardholder directly at which time the Cardholder will need to verify the charges in question. A temporary block is placed on the card until the charges have been verified by calling the US Bank Fraud Team (800-523-9078) or by calling Customer Service (800-344-5696). It is the responsibility of the Cardholder to work directly with the Bank to resolve the issue.

Cardholder Terminations and Transfers

A One Card Change Form must be submitted to cancel the account within 48 hours of change in Cardholder employment status.

The department must collect the card and ensure it has been destroyed.

Accountabilities of a Cardholder

Purchasing Method

Purchases with the One Card may be made in person, electronically via the internet, or through email, by phone, or by fax. It is recommended when making purchases via email or fax to transmit card information in segments to increase card security, i.e. send part of the account number in one email or fax, the remainder in a second, and the expiration date in a third.

Preferential Considerations

When making purchasing decisions, departments are encouraged to choose either a ÑÇÖÞÓ°Ôº Based business or a Diverse owned business whenever possible. See Policy 26202 for additional details.

Reconciliation

Transactions are received from MasterCard into PeopleSoft Financials on business days and the Cardholder will receive an emailed notification of new transactions in MyWallet.

Cardholders should reconcile the individual receipts to MyWallet transactions within 45 days by:

• Ensuring the correct funding (chartfield string) has been applied
• Ensuring that specified transactions requiring additional documentation have notations added in the Expense Report as indicated above
• Verifying each transaction has a matching receipt, which has been attached to the Expense Report
• Validating the Certify Statement prior to submitting the Expense Report for approval

Cardholders will receive a reminder email from PeopleSoft for any transaction that has not been pulled from MyWallet into an Expense Report within 25 days.

Cardholders and their Financially Responsible lndividuals/MUHC Controller's Office will receive a reminder email from the One Card Team for any transaction that has not been pulled from MyWallet into an Expense Report within 21 days, and again at 30 days.

Cardholders and the Financially Responsible Individuals will receive a reminder email from Accounts Payable Shared Services for any outstanding Expense Reports older than 14 days.  Temporary card suspension could result from expense reports remaining in pending status, and failing to be submitted within 30 days.  

Delegates

Cardholders, or the department, may appoint one or more Entry Delegates to complete the above reconciliation within PeopleSoft if so desired.

Change of Personal Information

In the event of a name/address/phone change, a One Card Change Form must be submitted indicating the appropriate changes.

Disputes

Prior to initiating a dispute, the Cardholder should first contact the merchant directly and attempt to resolve the issue. If a dispute is in order, it must be initiated within 60 days of the transaction date. If not resolved directly with the merchant, the Cardholder, or Entry Delegate, should complete and submit a One Card Dispute Form. The One Card Team will review this form and initiate a dispute with the Bank if needed.

The Bank will work directly with the Cardholder regarding details of the dispute through resolution.

Temporary Leave

If a Cardholder is placed on leave status the One Card may be suspended for the duration of leave by submitting a One Card Change Form. The account may also be left active to allow for pending or recurring charges to post. During the leave, the card must not be shared with other individuals to make purchases on the Cardholder's behalf during his/her absence.

Accountabilities of a Student Card Custodian

Card Log

The Custodian shall maintain a separate log for each Student One Card to track the card's checkout and return, transaction usage, and submission of receipts and other documentation.

Reconciliation

Transactions are received from MasterCard into PeopleSoft Financials on business days and the Custodian will receive an emailed notification of new transactions in MyWallet.

Custodians should reconcile the individual receipts to MyWallet transactions within 45 days by:

• Ensuring the correct funding (chartfield string) has been applied
• Ensuring that specified transactions requiring additional documentation have notations added in the Expense Report as indicated above

• Verifying each transaction has a matching receipt, which has been attached to the Expense Report
• Validating the Certify Statement prior to submitting the Expense Report for approval

Custodians will receive a reminder email from PeopleSoft for any transaction that has not been pulled from MyWallet into an Expense Report within 25 days.

Custodians and the Financially Responsible Individual will receive a reminder email from the One Card Team for any transaction that has not been pulled from MyWallet into an Expense Report within 30 days.

If a transaction has not been added to an Expense Report within 40 days, the Financially Responsible Individual will be notified by email, and the Student Card account will be suspended.

Custodians and the Financially Responsible Individuals will receive a reminder email from Accounts Payable Shared Services for any outstanding Expense Reports older than 14 days.

Change in Duties

The Custodian shall notify the FIN Structure Responsible Individual within 48 hours of change in Custodian employment status or responsibilities. A Custodian Change Form should be submitted to the One Card Team to update the Custodian on existing Student One Cards.

Accountabilities of a Fiscal Reviewer

Reconciliation

Fiscal reviewers should reconcile the individual receipts to the on-line transaction file. For details, see Appendix A of the Travel & Expenses Approver Training Guide.

Fiscal Reviewers will receive a reminder email from Accounts Payable Shared Services for any Expense Report that has not been approved in a timely manner.