Departmental Dual Use Card (Dual Use: Commodities & Departmental Travel)

1. Departmental Dual Use Card(Dual Use: Commodities & Departmental Travel) Office of the Controller Office of the Controller

2. What’s in your wallet? NOT THIS CARD! Office of the Controller

3. 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 their department. • Depending on the Cardholder’s 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) Office of the Controller

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. Office of the Controller

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 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

6. 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: property@fiu.edu. Office of the Controller

7. Card Limits and Controls • Dual-Use Card (Commodities) Standard Limits: • $10,000 monthly credit limit • $5,000 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

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

9. Acceptable Purchases (Commodities) All purchases on the Departmental Card must provide a benefit to the University. Office of the Controller

10. 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. • You will only need one form per funding source (Activity Number or Project ID) or category • Catering is limited to those vendors who have been designated as FIU’s authorized On-Campus Caterers. • For a list of authorized caterers, refer to BusinessServices Website • 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

11. Acceptable Purchases (Commodities) COMPUTER SOFTWARE PURCHASES: The Departmental Card (Commodity/Dual Use) can be used to purchase software with per unit cost of $1,000 or less under the following conditions: The software is not available for purchase through UTS. The Software is not installed on the Network. Procedure is followed for “click through” agreements . • If the software has a “click through” agreement for terms and conditions, you are required to send an email to your merchant, informing them that you are not an authorized signatory for FIU and do not have the authority to enter into agreements on behalf of the University. As such, the university is not bound to the terms and conditions in the click through. • You should then include a copy of your “disclaimer” email sent to the merchant with the backup documentation for this purchase. • Please note that you are not required to receive a validation back from the vendor in order to proceed with the purchase if we allow it. Forms can be found at: http://finance.fiu.edu/controller Office of the Controller

12. 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/controller Office of the Controller

13. Restricted Purchases (Commodities) The following items may NOT be purchased with the Departmental Card: * View entire list on the Credit Card Solutions Website Office of the Controller

14. Restricted Purchases (Commodities) • No OCO Purchases • The purchase of capital equipment (over $5,000) is not allowed. • No Computer or Laptop Purchases • The purchase of computers or laptops (i.e. iPad, Xoom, and Galaxy), e-Readers (i.e. Kindle, Nook) and MP3 Players (i.e. iPods) must be purchased through Purchasing Services or visit the Purchasing e-mall at http://finance.fiu.edu/purchasing/2emall.html. • 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 by navigating to http://finance.fiu.edu/controller/Forms.html#GiftCard. • 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

15. 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#. • 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. • The State of Florida has a contract with AVIS Corporation and should be the rental agency of first choice. • To set up 3rd party payments with Avis, the cardholder needs to establish a “Global Electronic Billing account.” Refer to section 5.4 in our Manual for instructions. Manuals can be found at: http://finance.fiu.edu/controller Office of the Controller

16. Restricted Purchases (Travel) The following items may NOT be purchased with the Departmental Card: * View entire list on the Travel Website Office of the Controller

17. 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. Office of the Controller

18. 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/controller Office of the Controller

19. 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 Office of the Controller

20. 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

21. 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: • 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. Forms can be found at: http://finance.fiu.edu/controller Office of the Controller

22. 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/controller Office of the Controller

23. 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

24. 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

25. 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: • submit all original receipts to their Approver within three (3) days of receipt of items. Office of the Controller

26. 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. Office of the Controller

27. 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. Office of the Controller

28. 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 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. Office of the Controller

29. 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/controller Office of the Controller

30. 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

31. Credit Card Solutions Contacts Website: http://finance.fiu.edu/controller PantherSoft Financials: (305) 348-7200 Travel Department: (305) 348-4041 Office of the Controller

32. Any Questions? Office of the Controller