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2	Training Objectives Explain the CCS program configuration, incl: Permissible uses Prohibited uses (by State guidelines) Explain details about using the card including on-line approvals, reconciliation, delegation, refunds, lost and stolen cards, and related issues.
3	Contract Structure CCS participates under a statewide contract negotiated by General Administration, J P MorganChase contracts with VISA for merchant acceptance, PaymentNet for approvals
4	Travel Cards Not a credit card (and definitely not “Good where ever you see this sign!”) Not a debit card Third method of payment
5	The CCS Travel Card
6	Travel vs. “Purchasing” Card
7	Program Design The CCS program will vary from other schools or State agencies: CCS pays JPMC directly (in some organizations the employee pays the bank and gets re-imbursed) Other schools and agencies may have just one card system for both travel and goods/services.
8	The Process After TPA approval, use the Card in a manner similar to a personal card; Review/approve transactions in PaymentNet; Maintain a Dept Log to assist with online approvals and monthly statement reconciliation; Attach original invoices to TPA, forward to Travel Dept logs are attached to monthly statements and forwarded to AP following reconciliation
9	Permissible Uses Airfare (currently via Global Travel, other sources later) Hotels and motels (room and tax only) Rental car from Budget Conference registrations ??
10	Prohibited Transactions Personal use (OFM SAAM 45.10.50) Cash advances (OFM SAAM 45.10.50) Alcoholic beverages Gasoline / Diesel All other goods and services
11	Restrictions Travel cards are programmed to be accepted by certain “types” of merchants: Merchant category codes are established by the bank (JPMC); CCS selects, by code, what merchants are authorized to accept the card
12	Excluded Merchant Types Financial Services (banks et al.) Restaurants, bars, cocktail lounges, nightclubs or taverns, liquor stores Every type not on Permissible Use list.
13	Possible Restrictions on Individual Cards by Department Request Number of transactions per day and/or per billing cycle, or monthly budget and single use limits Merchant Category Codes (MCC) - the kinds of goods or services purchased
14	Department Cards Designed to be used by multiple travelers Custodian keeps “custody” log and transaction log
15	Roles and Responsibilities Cardholder The person whose name is on the card Card Custodian Can be the cardholder Approves Transaction for Payment On-line Keeps Log Sheet Approving Official Approves Application for Account/Card Review Log Sheet and Transactions Monthly Signs-off on Log Sheet
16	Cardholder/Custodian Responsibilities Card Security Card is kept in a secure location at all times Appropriate Transactions Purchases are allowable Proper Documentation Document Retention Training for Alternate User
17	Cardholder/Custodian Responsibilities Continued Submit TPA with original receipts attached within 14 days of travel to Travel Office Keep a transaction log in the department for use in reconciling monthly statements; Reconcile monthly statements with use of log, forward to AP each month.
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19	Sample Dept Log
20	“Approving Official” Responsibilities Approve Application for Travel Card
21	Security Keep the card in a secure location Do not send card in Intra Campus Mail Do not post the card number Only the Card Custodian/Cardholder or his/her designee should have access to the card
22	Telephone Security Info To combat fraud, the vendor may ask you address or telephone information. The answers are: P.O. Box 6000, MS 1007, Spokane, WA 99217 (509) 434-5325 (Mailing address for District and phone number for program manager)
23	Telephone Security Info Second number: look at the signature block on the back of the card. There is a three digit number at the end of the 16 digit card number. This number is not encoded in the magnetic strip. The merchants assume this means you have the card in your possession
24	Lost or Stolen Call J P MorganChase first to cancel the card. The telephone number is in your Travel Card Handbook: (800) 555-5180
25	Lost or Stolen The program administrator, Rod Ramer, will order a replacement card. It will take approximately two weeks. Don’t use the old card if you recover it after you report it lost or stolen.
26	Refunds Make arrangements with the vendor. Keep your records with the Department Log Sheet. Watch for the credit on PaymentNet.
27	Guidelines for Program Users Our travel rules have not changed All charges must benefit CCS Never use the card for personal purchases, cash advances
28	Please Follow the Rules Educational memo to Cardholder, Approving Official, Dean/VP, President Revocation of Travel Card or temporary shut off Appropriate disciplinary measures
29	When you don’t follow the procedures on a slow news day….
30	Reminders Keep cards secure Approve posted transactions as soon as possible Maintain complete log sheets and supporting documentation.
31	Getting Started Review Travel Card Handbook
32	Questions/Concerns Rod Ramer, Purchasing Manager CCS Purchasing, MS 1007 434-5325 rramer@ccs.spokane.edu