Departmental Travel Card (Departmental Travel) Office of the Controller.
Departmental Card - Florida International...
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Departmental Card (Commodities) Office of the Controller Office of the Controller
Transcript of Departmental Card - Florida International...
Departmental Card
(Commodities)
Office of the Controller
Office of the Controller
What’s in your wallet?
NOT THIS CARD!
Office of the Controller
Departmental Card Introduction
The Departmental Card is 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. Depending on the Cardholder’s needs, the Cardholder may apply for the Departmental Card for the following:
Departmental Travel Only (i.e.. Airfare, Hotel, etc.)
Dual Use (both Commodities and Departmental Travel)
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
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 Controller’s 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 Cardholder’s campus address
within 7-10 business days.
Office of the Controller
Card Limits and Controls
"Attractive Property” – “Attractive” items are University property costing less than the threshold amount of $5,000, but which are particularly vulnerable to theft and misuse. “Attractive” items will vary from department to department, but might include such things as laptops, Cell Phones, iPads, e-Readers, or video recorders. Departments should evaluate “attractiveness” in the context of their own environment. Factors they should consider include the security of the property location, the size and portability of the item, and its potential resale value if stolen. These items should be marked as University property and catalogued by the user department. Special property tags are available upon e-mail request from Asset Management/Property Control: [email protected].
Office of the Controller
Card Limits and Controls
Departmental Card (Commodities) Standard Limits:
$5,000 monthly credit limit
$1,000 single transaction limit
“Per Transaction” does not mean “Daily Limit”.
OCO items CANNOT be purchased with the card. If this an item that is considered an ‘Attractive Property’, then we recommend that you not use the card, rather to use the Requisition Purchase system if greater than $1,000.
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.
Office of the Controller
Do You Need a Credit Increase?
For Temporary Increases, utilize the “Temporary Account Maintenance Request” form:
For Permanent Increases, utilize the “Departmental Card Application”:
All temporary and permanent increases must include a justification and approval from the Cardholder’s VP, Dean or Director.
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
Acceptable Purchases (Commodities)
All purchases on the Departmental Card must provide a benefit to the University.
Office of the Controller
Advertising Office Supplies / Paper / Materials Art Supplies Photographic Supplies & Paper Audio & Video Equipment and Videos Printing & Duplicating Services Batteries Subscriptions (i.e.. Journals, Magazines) Books & Publications (cost < $250) Toner Cartridges Computer Supplies & Parts University Bookstore Purchases Courier & Delivery Services Lab & Research Supplies (refer to EH&S)* Educational Materials & Supplies Memberships * Electrical Supplies Computers (cost < $1,000) * Maintenance Supplies Food / Food Products * Minor Equipment (cost < $1,000) All Software *
Acceptable Purchases (Commodities)
FOOD: Prior to making any food purchases, the “Authorization to Purchase Food” form must be completed and submitted to the Credit Card Solutions Team, and must be approved by a member of the Credit Card Solutions Team. Food may only be purchased under the terms & categories of the approved “Authorization to Purchase Food” form. For all unauthorized food purchases, the Cardholder must reimburse the University.
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
Acceptable Purchases (Commodities)
Office of the Controller
Computers may only be purchased through FIU established contracts.
Cost of the computer may NOT exceed $1,000.
Computers that exceed $1,000 must be purchased on a purchase requisition through Purchasing Services.
iPads, tablet computers, and e-readers may NOT be purchased with the card.
COMPUTER PURCHASES: The Departmental Card can be used to purchase commercial grade computers from established contracts with Dell, Apple or HP through the Purchasing Services E-Mall (unit price less than $1,000). Computers should not be purchased from other sources, such as Best Buy, Brandsmart, etc.
Forms can be found at: http://finance.fiu.edu/controller
Acceptable Purchases (Commodities)
MEMBERSHIP FEES: All memberships require a current Membership Open Records form. Prior to payment of the membership dues, the form is required to be signed by an officer of the organization. The form indicates that the organization will comply with any open records requests. To verify if the University has a current copy of this form on file for a specific organization, you may send an email inquiry to Yolanda Sturgeon in Purchasing Services at [email protected].
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
Declined Transactions
Need a temporary lift of the merchant block or a temporary increase? Utilize the Temporary Account Maintenance Request form.
Office of the Controller
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.)
Restricted Purchases (Commodities)
The following items may NOT be purchased with the Departmental Card:
Alcoholic Beverages Greeting Cards
Cash Advances Hazardous Materials & Chemicals (as defined by EH&S)
Cell Phones, Services, Parts & Accessoires Items prohibited by FIU Regulation or Policy
Professional Licenses (Medical, CPA, Bar) Items prohibited by State Law
Cleaning Supplies Kitchen Appliances and Supplies
Computers (cost > $1,000) Parking Decals (FIU)
Construction or Remodeling Parking Tickets
Contractual Services Payment of classes or programs offered by FIU
Controlled Substances Payments to other internal FIU departments
Decorative Items (Personal) Personal Meals
Entertainment (movie theaters, parks, etc) Plaques or Trophies (exceeding $100)
Explosives & Fireworks Political Contributions
Fines / Late Fees / Penalties Promotional Items (if not paid from student fees of grant funds)
Flowers & Balloon Arrangements Purchases for staff lounge (coffee, coffee makers, mugs, sugar, etc)
Gift Cards or Certificates Purchases from Religious or Political Organizations
* View entire list on the Credit Card Solutions Website
Office of the Controller
Restricted Purchases (Commodities) No OCO Purchases
• The purchase of capital equipment (over $5,000) is not allowed. No Computer or Laptop Purchases over $1,000
• The purchase of computers or laptops costing more than $1,000 from any vendor that is not Dell, HP or Apple is prohibited. Computers must meet the University standards and must be purchased by submitting a purchase requisition. • iPads, e-readers, and other tablet computers must be purchased through Purchasing Services.
No Contractual Services • If a vendor requires that the Cardholder agree to terms & conditions, or sign a contract, the service or item may not be purchased using the card. Employees may not sign a document on behalf of FIU. The terms & conditions and/or contract must complete the Contract Process in the Purchasing Department.
No Gift Card Purchases • Gift Card purchases must go through Purchasing Services.
No Personal Purchases • This includes items that are for decorative purposes, personal meals, parties or party supplies, coffee mugs, coffee makers & supplies, plants, portable heaters, or purchases that are not for official University business purposes.
Office of the Controller
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.
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.
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, 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
Office of the Controller
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
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 Cardholder’s 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.
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 transfer:
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
Complete & submit an updated Cardholder Application.
Submit all receipts from the previous department to the Approver.
Discontinue the use of the card temporarily.
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 Form.
Termination of Employment
When a Cardholder terminates their employment with the University, they will need 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.
Complete the Card Cancellation Form.
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
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 Cardholder’s 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 Cardholder’s file.
IMPORTANT: Notify the Credit Card Solutions Team of any changes regarding the Cardholder’s campus address.
Office of the Controller
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/controller Office of the Controller
Receipt / Invoice Requirements
Receipts may be a: cash register receipt fax confirmation E-mail completed Web order form completed mail order form company invoice
Cardholder must always: sign & date all receipts submit all original receipts to their Approver within three (3) days of receipt of items.
Office of the Controller
Processing of Transactions
Office of the Controller
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 signed and dated 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 charges post to PantherSoft.
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.
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.
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 will be considered misuse under the Card Program.
Forms can be found at: http://finance.fiu.edu/controller Office of the Controller
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.
Office of the Controller
Office of the Controller
Name Title Phone Email
Ramon Duenas Associate Controller (305) 348-3422 [email protected]
Sandra Duran Assistant Controller (305) 348-2269 [email protected]
Tracye Eades-Mickle Credit Card Solutions Administrator (305) 348-2920 [email protected]
Martha Betancourt Credit Card Solutions Associate (305) 348-2419 [email protected]
Getchens Plancher Credit Card Solutions Assistant (305) 348-1603 [email protected]
Carlos Valle Credit Card Solutions Accountant (305) 348-3150 [email protected]
Website: http://finance.fiu.edu/controller
PantherSoft Financials: (305) 348-7200
Travel Department: (305) 348-4041
Credit Card Solutions Contacts
Questions ?
