departmental card (commodities) office of the controller
TRANSCRIPT
Departmental Card
(Commodities)
Office of the Controller
Office of the Controller
What’s in your wallet?
Office of the Controller
Departmental Card Introduction
Office of the Controller
Who is Eligible?
The Departmental Card is issued to University staff responsible for making purchases and/or 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 ControlsDepartmental 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. OCO items are items over $5,000.
‘Attractive Property’ are items less than $5000. It is recommended that you not use the Commodities card. Rather 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
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
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 Business Unit Approver (VP, Dean or Director).
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controllerOffice of the Controller
Acceptable Purchases (Commodities)All purchases on the Departmental Card must provide a benefit to the University.
Office of the Controller
Advertising
Lab/Research Supplies (excludes purchases of hazardous materials [biohazard, radioactive chemicals, controlled substances including drugs, alcohol and tobacco]). Contact Environmental Health and Safety for additional guidance.
Art Supplies Maintenance Supplies Audio & Video Equipment (cost < $1,000) and Videos Minor Equipment (if cost < $1,000)
Batteries Office Supplies / Paper / Materials (FIU has a contract with OfficeMax)
Books and Publications Duplicating Services Car Rental for Local Travel Only Photographic Supplies and Paper Computer Supplies & Parts Printing Services Courier Services Subscriptions (Journals, Magazines) Delivery Services (FIU has a contract with FedEx and UPS) Toner Cartridges
Educational Materials & Supplies Tools (cost < $1,000) Electrical Supplies University Bookstore Purchases
First Aid Supplies & Replenishment Food/Food Products - Refer to "Food Purchases" section for conditions (FIU has preferred vendors for Catering)
Acceptable Purchases (Commodities)
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controllerOffice of the Controller
Acceptable Purchases (Commodities)
Office of the Controller
1. The software is not available for purchase through UTS.
2. The software is not installed on the Network.
3. Procedure is followed for “click through” agreements .
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:
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controller
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 an allowable purchase.
Declined Transactions
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.
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.) Expiration Date or CVC Code is being input wrong
Restricted Purchases (Commodities)
The following items may NOT be purchased with the Departmental Card:
* View entire list on the Credit Card Solutions * View entire list on the Credit Card Solutions WebsiteWebsite Office of the
Controller
All Entertainment Providers (except for Motion Picture-Video Tape Production/Distribution)
Financial Institutions, ATMs, Insurance Sales, Real Estate Agents, Payment Service Providers, Money Transfers, Merchant Payment
Savings Bonds Sporting & Recreational CampsTrailer Parks & Campgrounds Beauty ShopsShoe Repair Health & Beauty SpasDating & Escort Services Funeral ServicesCounseling Services Tax Preparation ServicesMassage Parlors Babysitting ServicesChild Care Services Political & Religious Organizations / Religious Good StoresAccounting Auditing & Bookkeeping Services Government Services - Court Costs & FinesBail & Bond Payments Intra-Government PurchasesGovernment Loan Payments Florist Supplies, Nursery Stock & FlowersFlorists Freezer Locker Meat ProvidersDuty Free Stores Wig & Toupee ShopsCandy, Nut & Confectionary Stores Cigar Stores & StandsDrinking Places - Bars, Taverns, Night Clubs, Lounges, Discos Package Stores, Beer, Wine & Liquor StoresUsed Merchandise Stores Antique Shops - Sales, Repairs & Restoration ServicesPawn Shops Wrecking & Salvage YardsAntique Reproduction Stores Jewelry - Watches, Clocks & Silverware StoresGift Card, Novelty, and Souvenir Shops Luggage & Leather Goods StoresArt Dealers & Galleries Telecommunication Equipment & Services
Restricted Purchases (Commodities)
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.
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 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, Galaxy), e-Readers (i.e. Kindle, Nook) and MP3 Players (i.e. iPods) must be purchased through Purchasing Services.
No Gift Card PurchasesGift Card purchases must go through Purchasing Services.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.
After completing a transaction, the Cardholder needs to verify that a 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.
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 and that the vendor refused.
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controllerOffice 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 numberFailure to submit receiptsDelays in approving transactionsNon-Compliance with the Purchasing Policies & Procedures, and Travel Policies & ProceduresSplitting transactions to avoid the single transaction limitFalsification of RecordsFraud and TheftUsing 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 UniversityIf 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 having a card.
The following steps must be completed for a Cardholder PRIOR to transfer:
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controllerOffice of the Controller
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 individual’s continuation as a Cardholder, notify the Credit Card Solutions Team and return the card using the Card Cancellation Form.
Termination of EmploymentWhen 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.
Turn in all receipts of outstanding purchases to their Approver.
The department should notify the Credit Card Solutions Team immediately by email before the Card Cancellation Form is sent.
Complete the Card Cancellation Form.
Forms can be found at: http://finance.fiu.edu/controllerForms can be found at: http://finance.fiu.edu/controllerOffice 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/controllerForms can be found at: http://finance.fiu.edu/controllerOffice of the Controller
Receipt / Invoice Requirements
Office of the Controller
Receipts may be a:
cash register receipt fax confirmation E-mail completed Web order form completed mail order form company invoiceCardholder must always:
submit all original receipts to their Approver within three (3) days of receipt of items.
Receipt / Invoice Requirements
Office of the Controller
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.
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 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 charges post to PantherSoft.
All documentation must be maintained for five (5) fiscal years for audit purposes.
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.
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/controllerForms can be found at: http://finance.fiu.edu/controllerOffice 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
Sandra Duran Assistant Controller(305) 348-2269
Tracye Eades-Mickle
Credit Card Solutions Administrator
(305) 348-2920
Martha Betancourt Wong
Credit Card Solutions Associate
(305) 348-2419
Getchens Plancher Credit Card Solutions Assistant
(305) 348-1603
Desislava AngelovaCredit Card Solutions Accountant
(305) 348-3150
[email protected]: http://finance.fiu.edu/controller
PantherSoft Financials: (305) 348-7200
Travel Department: (305) 348-4041
Credit Card Solutions Contacts
Questions ?