Policy & Procedures June 2012
Authorized Purchases ...................................................................................................... 4
Unauthorized Purchases ................................................................................................. 5
Payment and Invoice Procedures ..................................................................................6
Reconcilement and Payment .......................................................................................... 7
• Out ofPocket Expenses • Receipt Retention • Disputed or Fraudulent Charges • Sales Tax
How the Procurement Card Program Works ............................................................ 10
Termination of a Visa Procurement Card Account .................................................. 12 • Lost or Stolen Cards • Transfer, Resignation or Termination ofEmployment • Untimely Submission ofDocuments
Common Questions and Concerns ..............................................................................13
How To Be A Gold Star P-Card Holder ..................................................................... 16
Attachments: A. Statement. Summary B. Wells Fargo Purchasing Card Dispute C Purchasing Card Transaction Log D. Purchasing Card Authorization Request E. Wells Fargo Card Holder User Agreement F. Frequently Used Expense Account Numbers
HAMLINE UNIVERSITY PROCUREMENT CARD PROGRAM INTRODUCTION
The Procurement Card Program offers the University a new way of doing business by providing Visa credit cards to end users in the departments. The purpose is to streamline and simplify the purchasing and payment process for Hamline University's transactions. The goal of the program is to:
Streamline the purchasing process
Simplify the reimbursement process
Provide cardholders the ability to choose
The card is to be used for authorized purchases which individually cost up to $2500.00, or the total of which, is up to $2500.00 (See Unauthorized Purchases). Two exceptions to this limit are travel/lodging expenses and purchases by the Information Technology Department.
Although there is no dollar limit restriction for authorized travel on the card, two very important criteria must be met:
1. The credit limit requested by your Budget Manager for your individual card must be sufficient.
2. Your overall budget must cover the amount spent.
As participants in this Procurement Card Program, you are an important part of an on-going effort to meet the goals of reduced administrative costs for the procurement of goods and services.
The program is also a step toward reaching the goal of excellent customer service, with faster ordering & receipt of goods as well as faster payment to vendors directly from Visa.
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GENERAL GUIDELINES
Card Issuance
As a cardholder, you will be asked to complete a cardholder agreement (attachment E). By signing the agreement, you have agreed to adhere to the guidelines established in this manual. Most importantly, you are the only person entitled to use the card exclusively for Hamline University business. Personal use is not allowed. As each P card is linked to an individual employee, the card cannot be transferred from one employee to another.
When you receive your Wells Commercial Purchasing Card, you will need to activate the account by calling the toll-free number printed on the card. For verification purposes, you will be asked to provide the last four digits of your Hamline ID number (listed on your Hamline ID card). Although the card will be issued in your name, your personal credit history will not affect your ability to obtain a card. Accounting is responsible for payment of all authorized purchases.
Account Maintenance
If there is a need to change any information regarding your account please notifY the card administrator.
Card Usage
The Purchasing Card can be used at any merchant that accepts Visa for in store purchases as well as telephone, fax or mail orders. For phone, fax & mail orders, please instruct the merchant to send a receipt or packing list only. It should indicate "Paid by Credit Card", have your name listed in any "ship to" fields. It should be sent directly to you. If you are making the purchase in person, of course you should get the same receipt before you leave.
Vendors Who Do Not Accept Visa
While the majority will, not all of our suppliers will accept Visa. In this case, if you need to make a purchase, you may use a departmental purchase order on a one-time basis. When you complete the transaction, please contact the card administrator so that the mutual benefits of the Visa program can be discussed with the supplier.
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Limitations and Restrictions
A credit limit has been assigned to your card. This means your card will be declined if you attempt to purchase more than this set amount. It is imperative that you keep a close eye on your balance! This will be the greatest single difference between your purchases with the card versus the departmental purchase order.
YOU MUST HAVE THE APPROPRIATE AMOUNT OF MONEY IN YOUR ACCOUNT TO MAKE EVERY PURCHASE.
This is just like the suppliers who use the electronic check procedure when you make personal purchases. Ifyour purchase is declined, you must notify your budget manager immediately so they can take the necessary actions.
Limitations vary by cardholder. If you believe the limit is insufficient for your requirements, please discuss with your budget manager. The budget manager will contact the card administrator if there needs to be an adjustment.
If you attempt to use the card on a merchant category that has been blocked Gewelry), your purchase will also be declined. If your card is refused at a merchant where you believe i~ should have been accepted, you should call Wells Fargo Bank Purchasing Card Customer Service at 1-800-932-0036, option #1. This menu prompts you with options that will provide the following information:
#1 Current balance #2 Available credit #3 Outstanding authorizations #4 Inquire about a deadline #5 Report lost/stolen card #6 Speak with a customer service representative
Depending on the result of your inquiry, you may want to discuss the issue with your Budget Manager.
Important: All requests for changes in limitations and restrictions must be made through your P Card administrator. Wells Fargo Bank will change existing cardholder restrictions only after a written request is received from the P Card administrator.
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All purchases must be made within Departmental Budget Authority Guidelines.
The purchasing cards are intended to be used for maintenance, repair, operating and other lower value purchases up to $2500.00.
Items that may be purchased within your card include:
Books and Subscriptions
Exceptions to the $2500.00 limit:
Travel and Lodging - You may use your card for the total cost of your travel and lodging just as you used a requisition previously (See criteria page 1).
Information Technology - Computer Support Services and Administrative Computing Department purchases.
Corporate Express office supplies All purchases are automatically charged to Ramline University P-Card program. You will continue to order supplies on line with no change in your current ordering procedure.
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UNAUTHORIZED PURCHASES
The purchasing cards are intended to be used for maintenance, repair, operating and other lower value purchases up to $2500.00.
Items that may not be purchased with your card include:
Any single item exceeding $2500.00 or multiple items whose total is above $2500.00 (except IT)
Items for personal use
Cash Withdrawals
Backordered Items
Capital Equipment
Sales Tax
Any purchase not approved by your Budget Manager
Any purchase, which exceeds the total monthly credit limit requested by your Budget Manager
Additional restrictions may be included and have been "blocked" based on merchant category codes Gewelry, furs, recreation vehicles, etc)
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PAYMENT & INVOICE PROCEDURES
Purchases made by cardholders will be paid for monthly by the University, for all transactions made by all of the cardholders, during a 30-day cycle period. Vendors are paid by Visa within two days ofwhen they turn in the card purchase information to Visa, while the University pays for the card purchases once every 30 days.
Wells Fargo Bank will provide one copy of the monthly cardholder memo statement (see Attachment A) to the cardholder, as well as an electronic billing statement file for all cardholders to the Purchasing and Accounting Departments. These statements will have a listing of all transactions processed in the previous billing cycle.
The cardholder memo statement requires the cardholder to review the transactions, to note any errors, to verify that the purchases made are legitimately for University business and do not include unauthorized items. The cardholder attaches copies of the receipt,.packing list or other form of verification provided by the merchant to the statement. The cardholder then signs the cardholder memo statement and forwards it to the budget manager for immediate review.
Wells Fargo Bank will issue the cardholder memo statement between the 16th & 19th of each month. It is the responsibility of the cardholder to provide sales receipts for that period. If travel or extended leave is scheduled at the time the statement is due so the cardholder will not be able to certify or complete the statement, they must leave required receipts with their budget manager who will complete the statement. (Any information needing further verification must be completed and signed upon the cardholder's return to the office). The statement will then route to Accounting for processing.
A default fund, organization, account, program and activity code will be associated with each card. When the university receives the electronic billing file, the transactions for a billing period will be separated by departmental organization code. The budget manager will have access to the statements for their department. It will be their responsibility to review all transactions against the cardholder memo statements received from the department's cardholders. They will then verify all transactions and edit the file as needed. They will be able to edit for a split payment for more than one account or pay from an account other than the default account associated with the card.
Once the statement has been completed and approved by the cardholder and the budget manager, it must be forwarded to Accounts Payable for review and payment.
NOTE: If a cardholder had no purchase activity on their card for a particular billing cycle, no cardholder memo statement will be generated for that cardholder unless adjustments for previously billed transactions are processed during that billing cycle.
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RECONCILEMENT AND PAYMENT
The Accounting Department is responsible for paying the Wells Fargo Purchasing Card invoice each month. You are not responsible for direct payment under your department account.
It is your responsibility, however, to sign and reconcile your statement online, immediately upon receipt of your e-mail from the Commercial Card Expense Reporting System (CCER). Place a checkmark in each "Receipt Attached" box indicating that you are submitting a receipt for each purchase and certify that all expense coding is correct. When you have ensured that everything is in order, select the "Statement Reviewed" tab at the bottom of the screen. Then forward your receipts in an envelope to your approver or Accounting.
You will have an allotted number of days to review, make any necessary coding changes, and "sign off' on your statement. When this time expires, your statement is forwarded to your Budget Manager or Approver. Your Budget Manager receives a copy of your statement electronically, as well, and has a certain number of days to review and approve it. After that time has expired, your statement will automatically be sent to the Program Administrator for downloading of expenses and reimbursements for any "Out of Pocket" expenses. Your P-Card balance is replenished on the 21 st of each month.
Out of Pocket Expenses
If you need to purchase an item with your personal cash, enter this information in the "Out of Pocket" expense section of the P-Card statement. In order to activate this feature, you will need to enter your banking information into CCER. After approval of the expenses incurred, there will be a posting to your personal checking account. This information is only viewable by you and Wells Fargo.
You are responsible for the following:
Retaining all receipts for items purchased with your P-Card
Putting a business purpose in the description box on the statement
Sending all receipts to the Program Administrator after you have reconciled your statement
Ensuring that all transactions posted are legitimate purchases made by you on behalf of Hamline University
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REMEMBER! Use one receipt envelope per cardholder. Please do not mix cardholder receipts.
Receipt Retention
It is a requirement of the program that you keep all receipts for goods and services purchased. For orders placed via phone, fax or mail, you must request a receipt, detailing merchandise price, freight, etc to be included with the goods mailed or shipped. It is recommended that you request the receipt to be faxed to you, prior to the goods being shipped, to ensure that you have a receipt for statement reconciliation. It is much more difficult to try to reconstruct a transaction's history after the fact! (A merchant should not reject this request, as it is a Visa policy.) It is extremely important to request and retain purchase receipts, as it is the only original documentation.
Disputed or Fraudulent Charges
If there is a discrepancy on your statement, it is imperative that the issue is addressed immediately! Depending on the type of discrepancy, you will need to contact either the merchant or your Program Administrator.
If you believe the merchant has charged you incorrectly or there is an outstanding quality or service issue, you must fIrst contact the merchant and try to resolve the error or the problem. If you are able to resolve the matter directly with the merchant, and the error involved an overcharge, a credit adjustment from the merchant should be requested and will appear on your next statement.
If the merchant disagrees that an adjustment is necessary, immediately contact your Program Administrator who will work with Wells Fargo to resolve the dispute. Wells Fargo Bank will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on the Wells Fargo Bank Purchasing Card Dispute Form (Attachment B) or on the dispute screen available in CCER.
Wells Fargo Bank must receive any charge dispute within 60 days of the transaction date. To allow for processing, you must forward the information to the P-Card Administrator within 30 days. Prompt reporting of any such charge will help to prevent Hamline from being held responsible. While pending resolution, Wells Fargo will credit Hamline's account for the amount of the disputed transaction. Although Wells Fargo acts as the arbitrator in any dispute, you should never assume that a dispute would be resolved in your favor.
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If the dispute is not resolved to your satisfaction, and you believe the merchant has unfairly treated you, please notify the P-Card administrator of the details.
Any fraudulent charge (a charge which was not authorized by yourself) must be reported immediately to your P-Card administrator. Prompt reporting of any such charge will help to prevent the company from being held responsible.
Sales and Use Tax
Ramline University is sales tax exempt for most purchases (excluding lodging, car rental, airline tickets and prepared food). The sales tax exempt number (20144) is imprinted on your P-Card. The merchant should not include a sales tax in the amount charged. To prevent having to "undo" a sales tax charge, please verbally point this out to the vendor before they ring up the sale and carefully check your receipt after the sale.
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HOW THE PROCUREMENT CARD PROGRAM WORKS
Use of the Visa Procurement Card is similar to the use of your personal credit card. Following are six simple steps for using the Procurement Card & accounting for the purchases.
Step 1 - Make a Purchase
After receiving your card, you will need to activate the account by calling the toll-Cree number printed on the card. For verification purposes, you will be asked to provide the last four digits of your Hamline employee ID number. This is available on the Hamline web page. Although the card will be issued in your name, your personal credit history will not affect your ability to obtain a card. Your password is good for 120 days. During that time period, if you have problems getting into your account, call Jackie Jones x20l7 who will reset your password.
Many of your purchases will be made in person or over the telephone. Backorders are not allowed with this system as they would complicate the process unnecessarily. When ordering, make sure that all of the items are available at the same time. It is highly recommended that you keep a log (see Attachment C) of your purchases. To be sure it is an allowable purchase, "see Unauthorized Purchases".
Step 2 - Receive the Goods & Obtain a Detailed Receipt
For purchases made in person, obtain a detailed receipt at the time of purchase. Goods ordered by telephone will be received in the mail or by freight. Every purchase has to be documented with a receipt, packing slip, or order form. All receipts must contain the following information:
Vendor identification Date purchase was made Description of each item purchased Total cost of each item purchased
Step 3 - Verify the That Goods Received are Correct
The department is responsible for working with the vendor to correct any problems with the goods received.
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Step 4 - Verify That All Charges on the Monthly Statement are Correct
Use your receipts to verify that all charges on your monthly statement are correct. There may be occasions where you did not make the transaction, the amount is incorrect, the quantity is wrong or there is a service issue. First, contact the merchant to try to resolve the issue. If they agree an error has been made, they will credit your account. Highlight the transaction in question on your statement as a reminder that the resolution is pending.
If the merchant does not agree that an error has been made, immediately complete a Wells Fargo Bank Purchasing Dispute Fonn (see Attachment B) for any charges that are in error and forward to the primary Program Administrator. This must be done within 30 days of the purchase.
If all charges are correct, sign the certification statement on your monthly statement and send it, with your receipts attached, to your Budget Manager.
Step 5 - Audit, Edit & Reconcile the Statements
The Budget Manager will ensure that proper reconciliation is done on transactions for each organization code for which they are responsible. If the default code does not apply to the particular transaction made, or if you wish to split a transaction amount between more than one account, you will need to edit accordingly. Once completed and approved, it is the Budget Manager's responsibility to route the documentation to Accounting for additional audit and payment.
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An account would be terminated for the following reasons:
LOST OR STOLEN CARDS
It is the responsibility of the cardholder to immediately notify the Wells Fargo Bank at 800-932­ 0036 and Procurement Card Program Administrator Jackie Jones ext. 2017 of the loss.
If the card has been stolen, in addition to the above, the police must be notified and a copy of the police report must be sent to the Accounting Department.
EMPLOYEES LEAVING OR BEING TRANSFERRED TO ANOTHER DEPARTMENT
If an individual cardholder is terminated, resigns or is transferred to another department, their card must be collected by the Budget Manager or the Director of Human Resources and forwarded to the Procurement Card Program Administrator.
UNTIMELY ELECTRONIC APPROVAL AND SUBMISSION OF REQUIRED DOCUMENTS
The accuracy and timeliness of approval and processing is of the utmost importance for success of the program. There are specific deadlines every step of the way and continued failure to adhere to these deadlines will not be tolerated.
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COMMON QUESTIONS AND CONCERNS
Why did Hamline University decide to participate in a Purchasing Card Program?
Like most companies today, we are exploring ways to streamline processes and reduce costs while providing top-notch service. Frequently the expenses incurred to process a small dollar purchase can run as high as the price of the item, itself.
What is the procedure when I pay for something with my P-Card?
Basically, the process is the same as when using your personal credit card. You must always ask for a receipt for your records, including telephone, fax and mail orders.
Are there any restrictions associated with the use of my card?
Yes, certain items are not appropriate for P-Card use. See "Unauthorized Purchases" section.
How will I know if I have exceeded my monthly limit?
Keeping a log (see Attachment C) of your purchases with a running total of your expenditures will show you how close you are to your limit. Once you have reached your limit within a given month, your card will not be accepted for additional purchases. To determine your outstanding balance at any time, you may use Banner form FGIBDST to review your budget. Or, call the toll-free Wells Fargo Bank Customer Service number on the back of your card.
What should I do if a supplier does not accept the P-Card?
You can ask the supplier if they accept a Purchase Order or you can ask if they can send an Invoice which Hamline could then send a check for payment. Or you can also use your personal cash and apply for reimbursement. Contact your PCard Administrator Jackie Jones ext 2017 if you have questions.
How will I know if Hamline University is getting billed correctly for the purchases I have made?
You will receive a monthly cardholder activity statement online listing all of the purchases made and credits received in the previous month. This statement is for your review and allows you to reconcile your purchases. You must review the statement in a timely manner, as any disputed or fraudulent transactions must be reported to Wells Fargo Bank immediately.
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How will my monthly P-Card bills be paid?
You are NOT responsible for the payment of your P-Card invoices. However you ARE responsible for the purchases made. The monthly statement you receive is for your review and reconciliation. Accounting will make one payment to Wells Fargo Bank covering P-Card expenses for all of Hamline University employees using the card, once the proper approvals have occurred.
Who may I talk with if I have Questions?
PCard Administratorl AlP Manager Jackie Jones ext.2017
What should I do if I have a problem associated with something I bought with my P-Card?
Please refer to the "Disputed or Fraudulent Charges" section of this guide for complete details. It is extremely important that you address these items immediately.
Once I receive the card, may I begin using it immediately?
You must call Wells Fargo Bank's toll free number and provide certain information (your Hamline ID number, etc) to activate the card. This ensures a secure card issuance process and helps prevent fraud.
What should I do if my card is lost or stolen?
It is extremely important to call Wells Fargo Bank's Customer Service toll free number (1­ 800-932-0036) immediately. You must also notify your P-card program administrator. Refer to "Termination of a Visa Procurement Card Account" section.
Can another employee use my card for purchases?
NO. Each P-Card is embossed with the individual employee's name. Each employee is responsible for the proper use of his or her 0\\;'TI card. At no time should another person use your P-Card!
Can the P-Card be used outside of the United States?
Yes, it is accepted worldwide. Purchases can be made in any currency and billed in US dollars. The currency, as well as the foreign exchange rate used, will be stated for each transaction on your statement.
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What should I do if I need to change my monthly purchase limits?
First, discuss with your budget manager, who may then e-mail the request change to Jackie Jones email: jjonesI5@hamline.edu
How long, from when I turn in my application (see Attachment D), does it usually take to get a card?
The requests are processed within 2 business days. The cards arrive in 7-10 days from processmg.
> TIMELINESS
Please don't wait until the electronic reminder notice at the end of the month, to view and edit your purchases.
Simply click on "Cycle-To-Date Transactions", any time throughout the month, check for accuracy and add description. This way, if there is a discrepancy, it may be addressed right away. It also will help lessen the end of the month rush to get your purchases reviewed. You only have a certain number ofdays to approve your purchases until the duty passes to your Budget Manager and you can no longer approve your own purchases. (See calendar enclosed.) If this should happen, please make any necessary changes on the "Statement Review" you print out or on the receipts, themselves. Sign the Statement Review by your name and forward to Accounting, Attn: Jackie Jones. You should have your monthly information to Jackie by the 1 st of the month following the statement close.
> EDIT OPPORTUNITIES
While there is a default budget number entered initially, you must always change any part of the budget number to correctly apply to your individual purchases. You must also enter a detailed business purpose in the description field for your expense.
• Statement Review • Cycle-To-Date-Transactions • Select All • Reclassify - edit budget # ifneeded (note drop down box)
- type the business purpose in the description field
• Save • Back - red button, bottom right comer of your screen (do not click "back"
on the upper left tool bar)
> ACCOUNT NUMBER CLARIFICATION
When reviewing your expenses it is important to correctly classify each item.
For account number clarification (See Attachment F)
If you have questions as to what code to use call or send an email to Jackie Jones.
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> DOCUMENTATION REQUIRED IN ACCOUNTING
Every month that you have P-Card purchases, you must print and forward the following to your Budget Manager who will review, approve and send to Accounting:
• Statement Review - after you have reviewed, edited and approved your statement (see "Edit Opportunities" above)
• Use the print button on lower right corner of the Statement Review - staple your receipts to the Statement Review.
> TAXEXEMPT
Hamline University is exempt from paying most taxes, (excluding meals, fuel, lodging; check with Jackie Jones for further clarification). The Minnesota tax exempt number, 20144, is embossed on your card. However, you still should mention it at the time of your purchase and check your receipt before you leave to be sure that you are not charged tax. If you don't realize until after you complete your purchase that you have been charged tax, try calling the vendor to resolve the issue. They should agree, with verification, to credit the tax on your Wells Fargo Visa account.
If you need a copy of the Tax Exempt certificate it is available on the Hamline website go to the Hamline homepage. Then go to drop down list and click on About Hamline, click on Finance (under Administrative Offices). On the right click on Forms Policies and Other Important Documents (you will need to login). You will find the form under Accounting Forms and Information.
> MISSING RECEIPTS
When your "Statement Review" is routed to your Budget Manager it should have a receipt for each purchase made that month, attached. If you failed to get a receipt, call the vendor to see if they will produce a receipt copy for you. Most of the time, they wilL If that is not possible, you may call Wells Fargo Customer Service at 1-800-932-0036 option 1 and request a substitute receipt. Our auditors are very strict about this issue, so please, be diligent about retaining your receipts!
Wells Fargo Policy - Requesting Copies of Receipts: Wells Fargo has implemented a new policy regarding copies provided to each PCard holder effective December 2011.
Each PCard holder is allowed 10 free receipts per calendar year and will charge $15.00 for each receipt thereafter through the end of the year.
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Statement Expenses 1012012010 12:37 PM PT Requested By: STAHN. KARLA
Cardholder Summary
Charges
Unit
Unit
Receipt Attached
Merchant Description: __________________________
Please take a moment and check the appropriate statement that validates your dispute. Please attach any supporting documentation that validates your dispute, such as: credit memos, letter to merchants, sale slips or proof of payments.
__ I certifY that the transaction disputed was not made by me or the person authorized by me to use the card, nor were the goods or services represented by this transaction received by myself or a person authorized by me.
Although I did engaged in the above transaction, I am disputing the entire charge, or a portion in the amount of I have contacted the merchant and requested a credit to my account for the reason explained in the attached letter.
The enclosed sale slip for $ _____ appeared on my statement as $ _____
The enclosed credit memo has not posted to my account OR was listed as a purchase on my statement/activity report.
__ I did not receive the service and/or merchandise. I have contacted the merchant and they have not resolved my dispute. I expected to receive the merchandise/services on
I have already paid for the transactions shown above by: _check _ cash __money order other credit card.
Your Signature Date Phone Number
Please return this form immediately. We appreciate your cooperation and urge you to contact us at 1-800-932-0036, if you have any questions. Fax the completed form to 866-361-8936
**** You have only 60 days from the posting date statement to dispute a charge.
1109
1109
Attachment E Wells Fargo Cardholder lJser Agreement
You are being entrusted with a lIamline University Procurement Credit Card issued by Wells Fargo Bank. The card is provided to you based on your need to makc purchases on behalf or Hamline University. The card may be rcvoked at any time without your permission. Your signature below indicates that you have rcad and will comply with the tenns of this agreement.
I. I understand that I will be making financial commitments on behalf of Hamlillc University and will strive to obtain the best value.
2. I have read and will follow Hamline's Procurement Card Policy and Procedures. Inappropriate use of the eard could be considered a misappropriation of Hamline University funds. Failure to comply with this agreement may result in either revocation of my use privileges or other corrective action. up to and including temlination.
3. I understand that under no circumstances will I use the P-Card to make personal purchases, either ti.)f myself or for others.
4. I agree that should J violate the tenns of this agreement and use the P-Card for Personal use, Hamline University shall have the right to deduct any amounts owed from my paycheck and tenninate my card.
5. The P-Card is issued in my name. I will not allow another person to use my card. I am considered responsible for any and all charges against this card.
6. The P-Card is Hamline property. I am required to comply with internal control Procedures designed to protect Hamline University assets. This may include being asked to produce the card to validate its existence and account number.
7. If tbe card is lost or stolen, I will immediatel)' notify WelJs Fargo Bank by telephone at 800-932-0036 and the St. PauJ Police Department at 651-291-1111. (See "Lost or Stolen Cards".)
8. I will receive a monthly statement, which will report all purchasing activity during the statement period. Since I am responsible for all charges (but not t()r the payment) on the card. Jwill reconci Ie the statement each month, make any coding changes to the expenses if needed and resolve any discrepancies by either contacting the vendor or Wells Fargo Bank, myself.
9. I agree to surrender the P-Card immediately to the Director of Human Resources or the P-Card Program Administrator upon tennination of employment whether voluntary, involuntary or upon retirement.
Print Employee Name Last Eight Digits of Card Number
Employee Signature Date 1109
Each potential Visa PCard holder and/or Reconciler needs to acquire authorization from their Budget
Manager in orderto apply.
Hamline 10#____________ Oepartment___________
Budget Manager Information
I hereby grant the above mentioned Applicant the authorization to apply for and use the University Visa
PCard for the account number listed below. I also agree to review electronically (or delegate the review
of) the monthly statement issued to the above applicant. If the applicant's employment with the
University is terminated, I am to notify the Program Administrator.
Most Frequently Used Budget Number
Fund Org Acct Prog Actv
Monthly Limit Requested _______ Hamline 10#----------------
Email Address ___________ Signature_______________
Reconciler Information
Name (s) of PCard holders to be reconciled (if more room is required please attach additional sheet with
names and Hamline 10#s)
Name_____________________ Hamline 10#___________
I hereby delegate approval for the above applicants purchases to:
Name _____________________ Hamline 10#_____________
Email Address _____--'-________ Signature _____________
HamJine University Frequently Used Expense Account Numbers
For definitions, examples & other account codes click on the link below
Attachment F 7100 Services
7110 Prof. Fees - Other 7111 NEW Prof Fees - Lobbying 7112 NEW Prof Fees Prof. Fundraising 7114 Prof. Fees -Training Expense 7118 NEW Prof Fees - Marketing 7120 Prof. Fees - Legal Services 7121 NEW Prof. Fees Study Abroad Admin Support 7125 NEW Prof. Fees - Consulting 7140 Honoraria +MG Deleted Contract Services
7200 General Expense :;t;!Q.l. Deleted Mise Expenses 7204 Non-capital Software 7205 Laboratory Supplies 7206 Database 7208 Computer Supplies 7210 Office Supplies 7211 Other Supplies 7212 Bank Fees 7213 Photo ID Cards 7214 AV Supplies 7217 Laundry & Dry Oeaning 7218 Awards 7220 Telephone 7221 Long Distance 7225 NEW Cell Phones (formerly 7117) 7226 NEW Comcastiintemet (formerly 7119) 7234 Athl Equipment-NonCapital 7235 NonCapital Equipment 7240 Outside Printing/Copying 7242 Paper 7244 Contribution to 7246 Surveys 7248 Lease Payments 7252 UPS 7253 Bulk Mail Vendor 7254 Stamps 7255 Federal Express 7256 Mailing Lists 7257 Courier Service 7260 Equipment Rental 7261 Leased Equipment 7270 Equipment Repair 7272 Athletic Concessions Supplies (formerly 7627) 7280 Maintenance Agreements 7281 Hardware Maintenance 7282 Software Maintenance 7283 Travel AgentlTravel Srvc Fees 7289 Uniforms 7298 NEW Medical Supplies (formerly 7664)
7400 Aihertising &: Publicity 7410 Advertising -Student Recruitment 7411 Entertainment 7412 NEW Advertising - Employee Recruitment 7413 NEW Exhibits (formerly 7680) 7420 Publicity 7424 News 7430 Photography 7432 Community Relations
7300 Travel &: Professional 7364 NEW Memsherships Inst'l- Accredidation 7365 NEW Mcmsherships Inst'l- Univ, Wide 7366 NEW Membersbips - Departmental 7367 NEW Memberships - Individual 7311 NEW Travel- Business-Air Travel 7374 NEW Trave1- Business Ground Transport 7331 NEW Travel Business - Lodging 7342 NEW Travel- Business - Meals 7394 NEW Travel - Business- Entertainment 7321 NEW Travel- Business - Other 7312 NEW Travel - Prof. Dev. Air Travel 7375 NEW Travel - Prof. Dev. Ground Transport 7332 NEW Travel - Prof. Dev. Lodging 7343 NEW Travel - Prof. Dev. Meals 7356 NEW Travel Prof. Dev. Registration 7392 NEW Travel - Prof. Dev. Entertainment 7322 NEW Travel - Prof. Dev. - Other 73i3 NEW Travel - Empl Recruit Air Travel 7376 NEW Travel Empl Recruit - Ground Transport 7333 NEW Travel - Empl Recruit - Lodging 7344 NEW Travel - Empl Recruit - Meals 7348 NEW Travel - Empl Recruit Moving (formerly 7640) 7314 NEW Travel Student Recruit - Air Travel 7377 NEW Travel - Student Recruit - Ground Travel 7334 NEW Travel - Student Recruit - Lodging 7345 NEW Travel - Student Recruit - Meals 7357 NEW Travel - Student Recruit - Registration 7315 NEW Travel- Off Campus Prog Air Travel 7378 NEW Travel- Off Campus Prog Ground Transport 7335 NEW Travel- Off Campus Prog - Lodging 7346 NEW Travel Off Campus Prog Meals 7391 NEW Travel Off Campus Prog - Entertainment 7316 NEW Travel- Study Abroad - Air Travel 7379 NEW Travel - Study Abroad· Ground Transport 7336 NEW Travel Study Abroad - Lodging 7347 NEW Travel - Study Abroad - Meals 7393 NEW Travel - Study Abroad - Entertainment 7397 NEW Food - Non-Travel (formerly 7685) 7395 NEW Food Student Events 7396 NEW Food - Fundraising
7600 Other Expenses 7605 Subscriptions and Periodical 7610 Books 7615 Films and Audio Visual 7625 Automotive +64G Deleted Moving Expenses 7650 Staff & Faculty Recruitment 7651 Minority Recruitment 7666 NEW Movie Rental (formerly 7262) 7667 NEW MTC Tickets (formerly 7264) 7668 NEW General Cinema Ticets (formerly 7265) 7671 NEW State Fair Tickets (formerly 7268) 7672 NEW Gifts (formerly 7271) 7674 NEW FlowerslFloral Arrangements (formerly 7276) 7676 NEW Award Recognition program (formerly 7287) 7678 NEW Bottled Water 7684 Alcohol 7686 Diplomas 7687 Caps and Gowns Rentals 7697 Entrance Fee
Rev. 10/12110
2012
January S M T W R F S
1 2 3 4 5 6 7 8 9 10 11 12 13 14
15 16 17 19 20 21 22
May S M T W R F S
1 2 3 4 5 6 7 8 9 10 11 12
13 14 15 16 17 19 20 21 22
September SMTWRFS
16 17 19 20 21 22
• CCER cycle end
February S M T W R F S
1 2 3 4 5 6 7 8 9 10 11
12 13 14 15 16 19 20 21
June S M T W R
5 6 7 12 13 14 19 20 21
October S M T W R
1 2 3 4 7 8 9 10 11
14 15 16 17 21 22
Reminder Period (Cardholders)
Grace Period (Cardholders)
15 16 22
1 2 3 5 6 7 8 9 10
12 13 14 15 16 17 20 21 22 23
July S M T W R F S
1 2 3 4 5 6 7 8 9 10 11 12 13 14
15 16 17 19 20 21 22
November SMTWRFS
11 12 13 14 15 16 17 .18.20 21 ~~_23~.-
April S M T W R F S
1 2 3 4 5 6 7 8 9 10 11 12 13 14
15 16 17 19 20 21 22
August S M T W R F S
3 2 3 4 5 6 7 8 9 10 11
12 13 14 15 16 18 19 20 21
December SMTWRFS
2 3 4 45 6 7 8 9 10 11 12 13 14 15
16 17 19 20 21 22
• Cleanup Period (Approvers)