Corporate Card Non-travel Training

A BYUH Corporate card applicant may be approved for the following:

• Travel Expenses only employees approved to use the card for Travel only.
  
  • Monthly Limit - $5,000; Single Transaction Limit - $2,000
• Travel Expenses and Business purchases employees approved to use the card for both Travel and business Purchases.
  
  • Monthly Limit - $10,000; Single Transaction Limit - $2,500

(Those who are approved for both must review both Non-travel and Travel training)

Overview

This training gives you an overview of the Corporate card program and what you need to know when using your corporate card for purchases. Since this training is for non-travel expenses, we will refer to the card as the P-card, which stands for Purchasing card or Procurement card.

P-card Policies

P-card limits are $10,000 per month and $2,500 per single transaction.

• Cannot do Split transactions to circumvent limits.
  
  • Definition. The act of splitting (dividing) a single and full amount of payment in two or more simultaneous transactions in order to avoid per transaction limits.
• Any IT purchases above $300 require approval from the Chief Information Officer.
  
  • For software purchases, check with IT rep to make sure that the school does not have a license first.
  • ALL printers and other devices that connect to the BYUH network, regardless of the amount require approval from the Chief Information Officer.
• Shipping address should be the university address only. The receipt status should show that the order has been shipped or delivered.
• Purchase of cash and cash equivalents (for example, gift cards, charge cards or credit card) no matter the amount is not allowed.
• Department general funds up to $25 may be used for purchase of a lei for university guests for specific occasions. If a University purchasing card is used to purchase leis, the person(s) or group(s) receiving the lei, as well as the purpose or occasion must be indicated in the transaction receipt.
• Gifts for special occasions, such as terminations, birthdays, birth of children, departing employees, or weddings should be purchased from funds contributed by co workers and friends. Departmental Funds are not to be used. The University Remembrance Policy covers deaths of full-time employees and their families and is paid by the Marketing and Communications department.

Non-allowable Expenses

• Entertainment
• Personal Travel
• Leisure
• Cash Advances
• Personal Services (dating, funeral, babysitting, detective, adoption...), jewelry, DVD Rentals
• Personal Purchases
• Cannot use corporate card to fill up gas/fuel while using personal vehicle for business purposes

Departmental or Work Team Meetings

• If business necessity requires employees to meet during a meal time period and no external individual is being hosted by the university, the cost center manager/dean may authorize university funds to be used for this purpose.
• Non-travel related meals among employees should be rare, have a specific business purpose, and be limited to a cost suitable to the event.
• Departments must show on all invoices, receipts or other documents for such meals stating the “business purpose” a list of those who attended.

Excessive Gratuity

Tips exceeding 20% of the bill total are not allowed. Employees wishing to tip beyond 20% limitation may use their own funds to do so.

Hosting

• Hosting events could include entertaining a visiting lecturer, a potential donor, a prospective employee, or other official guests of the university; this may also include a guest(s) of the person being hosted/recruited by the university.
• University funds may be used to pay for a guest or spouse of the hosting employee provided there is a business purpose.
• Any request to use University funds for hosting purposes must include an explanation of the business purpose. Employees may be asked to reimburse the university if the business purpose justification is inadequate.
• Any guest or spouse of a university employee acting in a hosting capacity for the university will be expected to abide by university policies and standards. Alcoholic beverages may not be provided at University expense in any setting on or off campus.

Food

• All food sold and served at events will be governed by Food Services policies (see policy #GAOP004, Catering Food on Campus).
• Prepared food (i.e. pizza, sandwiches, plate lunches) may be obtained from licensed vendors and brought in by employees.
• Any on-campus event that is catered must be provided by a vendor holding proper food catering permits and is pre approved by Food Services.
• It is the preference of the university that all catered food be provided by the university’s Food Services department.

Penalties

• Purchasing will review questionable purchases and communicate with departments when hosting, meals, and refreshment expenses become excessive.
• Employees found to knowingly aid in processing transactions violating any provision of the policy may face disciplinary action.

Mileage Reimbursement

Mileage reimbursement may be filed in Workday. Rates are set by GSA (General Service Administration IRS) and may change periodically.

Use Corporate Card → Posts to the Bank (2 to 3 days) → Post to Workday → Reconcile in Workday

P-card reconciliations are done in Workday. Expense Reports are created to reconcile all P-card transactions.

Receipts need to be attached for all purchases on the Expense Reports. Original itemized receipt needs to include:

• Date
• Merchant name
• Exact amount that was charged to the Corporate card
• Detailed description of the items purchased
• Shipping address (if applicable)

P-card Reconciliation Process

If original receipts are lost, the card holders must make a reasonable effort to obtain duplicates. If such efforts fail to produce duplicate receipts, the card holders must fill out a Lost/Missing Receipt Form.

P-card Recons Deadlines

• All Non-Travel Expenses are to be reconciled within the month they occur.
• Workday sends out two notifications, one on the 25th and the second on the 7th-- the final reminder to get all transactions for the previous month reconciled.
• Late reconciliation will result in the suspension of the card and will not be reinstated until all transactions are reconciled.