R-1204 - 09/25/2012 - FINANCE - Resolutions Supporting Documents OF OAt
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AGENDA ITEM
Regular Board of Trustees Meeting
of
September 25, 2012
SUBJECT: Award of Purchasing Card Services(P-Card)Agreement and Approval of Increase of
Purchasing Authority
FROM: Sharon Dangles,Finance Director and Blaine Wing,Assistant Village Manager
BUDGET SOURCE/BUDGET IMPACT:
RECOMMENDED MOTION: I move that the Village Board authorize the Village Manager to enter
into a Purchasing Card Services(P-Card)Agreement with US Bank for five(5)years,with a one(1)year
extension,by approving Resolution R-1204, "A Resolution Approving and Authorizing the Execution of
an Agreement of an Agreement by and Between the Village o Oak Brook and US Bank for the
Establishment of a"P-CARD"Purchasing System."Further,I move that the Village Board amend the
Village's purchasing ordinance in order to increase the Manager's purchasing authority from$15,000 to
$20,000 by approving Ordinance G-983,"An Ordinance Amending Chapter 7 of Title 1 of the Oak Brook
Village Code Relating to the Purchasing Authority of the Village Manager."
Background/History:
Over the past year the Village's Finance Department and Purchasing Division have been reviewing
purchasing card. programs, policies, and procedures. Recently the Village issued a request for quotes
(RFQ) and received responses from BMO, Chase, and US Bank. All three (3) banks have software that
will integrate with the Village's current financial software (Mums), and will allow the Village to add
some efficiency, streamline the Village's purchasing and procurement process, while generating
approximately$25,000 or more annually in revenue.
Bank Card Type Project Spend Est.Rebate % Annual Rebate Fees
BMO Master Card $2M to$6M 74% $14,800
Chase Bank Master Card $2M 1.15% $23,000 Yes
US.Bank* ' Visa $2M to$3M 1.25% $25,000 to$37,000 Limited
*Staff is recommending US Bank as it is offering the greatest rebate, a card that has greater overall
acceptance(Visa),and has limited fees.
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One of the benefits of adding P-Cards to the Village's procurement tools permit authorized Village
employees to make purchases for supplies, services, and travel expenditures with a P-Card instead of the
various credit cards that departments may be using. The P- Card is also a tool that facilitates timely
acquisition of materials and supplies, automates data flow for accounting purposes,and offers appropriate
internal controls within each department(including the ability to set and control purchasing dollar limits).
Each user will be required to sign an agreement and abide by the established rules and procedures. (See
attached sample policy and procedure from American University.)
It is both the recommendation of the Finance Director and Assistant Village Manager(who is overseeing
the Purchasing Division), that after the P-Card program is established and tested, most of the Village's
corporate credit cards will be cancelled and the appropriate department staff issued a P-Card. That way
all transactions will be controlled and monitored through the Village's existing Purchase Orders (POs)
process, P-Card process, or the limited use of the Village's VISA credit card(which use is authorized by
the Village Manager).
The Finance Department and Purchasing Division have agreed on the attached draft P-Card procedure and
policy, and plan to beta test P-Cards with the Village's IT and HR Divisions, Sports Core and Police
Departments during the last few months of 2012 and then roll out P-Cards to the other departments in
2013.
While adding the P-Card to the Village's toolbox is important, staff is also recommending to increasing
the Village Manager's purchasing authority by$5,000. This will give the Manager the ability to authorize
the purchase of basic items, supplies, and services that are budgeted for and have a value of under than
$20,000. Several communities, including nearby Elmhurst,Villa Park, Lombard, Oakbrook Terrace, and
Bloomingdale currently have their purchasing authority at $20,000. Many communities are at this level
because of using a baseline item (a computer server) and comparing what it cost in 1993, which was
$10,000,and comparing it to 2012,which would cost$16,100.
Even with the adjustment in purchasing authority, three (3) quotes will be required for most items,
products and services,the money will have already been budgeted, and in many cases the Village will be
able to earn 1.25%back by making the purchase with a P-Card.
It is also important to note that purchases over the new requested authority of$20,000 can still be made,
but only after the Board approves the purchase. For example, staff could bring a request to replace five
(5)police vehicles at a cost of$160,000 and the vendor does allow P-Card payment. For paying via P-
Card instead of a check,the Village would get 1.25%of the$160,000 or$2,000 back. As these expensive
purchases are the exception, there will also be additional safety protocols, including having a special P-
Card that will require first Board approval, then internally authorization from two of three positions
(Village Manager and/or, Assistant Village Manager, and/or Finance Director) in order to be used.
However, by increasing the Village's Manager's purchasing authority to $20,000 commonly budgeted
purchases such as computer servers that can range in price between$12,000 to$18,000 will be able to be
made,after the necessary quotes, approvals,and the Village P-Card and Purchasing policies are followed.
Recommendation:
Staff recommends that the Village Board authorize the Village Manager to enter into a Purchasing Card
Service agreement with US Bank. Further, staff recommends increasing the Village Manager's
purchasing authority by $5,000 in order to allow for budgeted items to be processed and purchased more
efficiently.
BEST PRACTICE
Purchasing Card Programs (1998,2003,2008, and 2011) (TIM)
Background.The purpose of a purchasing card(also known as a procurement card or P-Card)program is to
provide an efficient,cost-effective method of purchasing and paying for small-dollar as well as high-volume
purchases.This type of program is used as an alternative to the traditional purchasing process and can result in a
significant reduction in the volume of purchase orders,invoices,and checks processed. Purchasing cards can be
used whenever a purchase order,check request,or petty cash would have been processed and with any vendor that
accepts credit cards.
There are numerous benefits to a purchasing card program.Benefits to the cardholder can include:
1. convenience of purchasing without a purchase order,
2. expedited delivery of goods,
3. better pricing on goods,
4. expanded list of merchants from whom purchases can be made,and
5. reduced paperwork.
Benefits to the government can include:
1. simplified purchasing and payment process,
2. lower overall transaction processing costs per purchase,
3. increased management information on purchasing histories,
4. reduced paperwork,
5. decentralized procurement function,
6. the ability to set and control purchasing dollar limits,
7. the ability to control purchases to specific merchant categories and vendors,and
8. receipt of rebates from the bank based upon dollar volume of total purchases.
Benefits to the vendor include:
1. expedited payments,
2. reduced paperwork, and
3. lowered risk of nonpayment.
Purchasing cards may be issued in a designated individual's name and/or the government's name clearly indicated
on the card as the buyer of goods and services.The purchasing card and any transactions made with the card may
become a liability of the governmental entity.For this reason,it is important that governments be aware of the
risks related to the use of purchasing cards and establish controls to address those risks.
Disadvantages of purchasing cards include:
1. the potential for duplicate payments to vendors,unless payments are recorded by individual vendor within
the accounting system,
2. the perception in the public about issuing"credit cards"to employees may be negative,and
3. the potential for abuse despite the controls available with purchasing cards.
Recommendation.The Government Finance Officers Association(GFOA)recommends that governments
explore the use of purchasing cards to improve the efficiency of their purchasing procedures.A competitive
process should be used to select a purchasing card provider.Consideration should be given to vendors who can
provide:
• automated approval and reconciliation software.This software should provide for the ability to integrate
to the entity's accounting records in a timely fashion;
• a program that is simple and easy to use;
• comprehensive control restrictions for single transactions,the number and amounts authorized per day
and per cycle;and restrictions on the types of vendors and merchant category codes with which the card
may be used;
• provisions for handling questioned items and chargebacks;
• a broad selection of reports or ad hoc reporting ability;
• training materials;
• customer support;and
• program rebates.
Governments need to maintain appropriate controls,in accordance with their purchasing policy,to ensure the
ongoing success of a purchasing card program.These controls should include:
1. written agreements with banks,which include fee schedules,processing procedures,and security
requirements;
2. written policies and procedures for internal staff, including:
a. instructions on employee responsibility and written acknowledgments signed by the employee
b. ongoing training of cardholders and supervisors
c. spending and transaction limits for each cardholder both per transaction and on a monthly basis
d. written requests for higher spending limits
e. recordkeeping requirements,including review and approval processes
f. clear guidelines on the appropriate uses of purchasing cards,including approved and unapproved
Merchant Category Codes(MCC)
g. guidelines for making purchases by telephone and fax or over the Internet
h. periodic audits for card activity and retention of sales receipts and documentation of purchases
i. timely reconciliation by cardholders and supervisors
j. procedures for handling disputes and unauthorized purchases
k. procedures for card issuance and cancellation,lost or stolen cards,and employee termination
1. segregation of duties for payment approvals,accounting,and reconciliations
m. regular review of spending per vendor and merchant category codes
3. systems to ensure compliance with IRS 1099 reporting regulations.
References.
• Banking Services:A Guide for Governments,Nicholas Greifer, GFOA,2004.
• An Elected Official's Guide to Procurement,GFOA, 1995.
Approved by the GFOA's Executive Board,February,2011.
RESOLUTION 2012-PG-FI-AG-R-1204
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN
AGREEMENT BY AND BETWEEN THE VILLAGE AND US BANK FOR
THE ESTABLISHMENT OF A"P-CARD" PURCHASING SYSTEM
WHEREAS, Village staff has investigated the implementation of a "P-Card" purchasing system
("P-Card System") that would replace the use of Village corporate credit cards with "P-Cards", which are
used in the same manner as credit cards but have numerous advantages over traditional credit cards,
including that they allow for the streamlining of the Village's purchasing and procurement process by
providing for the automation of data flow for accounting purposes and by allowing the creation of internal
controls within each department concerning the use of, and spending limits concerning, "P-Cards"; and
WHEREAS, the Village has requested quotes from banks for the establishment of a P-Card
System, and has identified the response by US Bank as the most desirable and comprehensive
response; and
WHEREAS, the Village and US Bank desire to enter into and execute an agreement for US Bank
to provide the Village with a P-Card System ("Agreement"), which Agreement shall be in a final form
approved by the Village Manager and the Village Attorney and shall include without limitation a complete
description of US Bank's responsibilities to the Village concerning the implementation, operation, and
management of the P-Card System and the provision of all related software, installation, and training
necessary to establish and operate the P-Card System; and
WHEREAS, although the Village Manager is authorized pursuant to the purchasing authority
provided in Section 1-7-3 of the Village Code to contract for the P-Card System, and there is no cost
associated with implementing the P-Card System, the Village desires to confirm that the Village Board
approves the implementation of the P-Card System for use in the Village's purchasing and procurement
process; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form as approved by the Village Manager and Village
Attorney;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby award
and approve an agreement by and between the Village and US Bank to establish a P-Card system for the
Village, which Agreement shall be in a form acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village in a
form acceptable to the Village Manager and the Village Attorney.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2012-PG-FI-AG-R-1204
Agmt.for Establishment of P-Card
Page 2 of 2
APPROVED THIS 25th day of September, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 25th day of September, 2012
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
banks
September 6,2012
Rania Serences
Purchasing Clerk
Village of Oak Brook
1200 Oak Brook Road
Oak Brook,IL 60523
Dear Ms. Serences:
The enclosed proposal responds to the V illage Oak Br ancial solution lution that gives you the tools you need to lower
Plus program.Our proposal addresses your need d for a fin
payables costs,while ensuring the responsible use of funds.
As the creator of the first purchasing card program for the U.S.Federal Government,U.S.Bank Corporate
Payment Systems maintains a strong standing within the public sector.Fifty-six percent of our total volume of
business is generated through our relationships with K-12 school districts,colleges and universities,state and
local governments,and numerous Federal Government agencies.
Throughout every stage of our relationship,U.S.Bank's team of experienced payment professionals will work
with the Village to ensure your program is tailored to fit your needs and goals.Our comprehennsa g management
to
training includes consultative program training,electronic and instructor-led training,program
resources and user events and forums.We also provide the tools necessary to assist the Village in identifying
opportunities for program growth and optimization.
U.S.Bank understands that in these days of tight budgets while imp roving
organizations within the public sector are searching for y to streamline the payment
visibility.U.S.Bank's fully integrated payables solutions give the Village the tools you need to reduce costs, i
increase transparency and enhance controls. +
U.S.Bank offers the Village reliable,per
service ce I well as comprehensive look fo tivard to continuing our aconverrsation about
solutions backed by more than 23 years of market exile
the Village's one card and Payment Plus program.Please contact me directly to schedule a presentation of our
offering for the Village.
Sincerely,
Ply"
Ryan Calloway
Vice President Sales,Public Sector
U.S.Bank Corporate Payment Systems
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Table of Contents
ExecutiveSummary................................................................................................................. '[
Requestfor Quotes Response...............................................................................................2
EstimatedFinancial Benefit................................................................................................................2
iConclusion...............................................................................................................................6
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Exhibits
1. Access Online USBC1 Interface Specifications Guide
2. U.S. Bank USBC1 Format
3. Tyler Technologies Munis Accounts Payable Interface
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W U.S.BANK Table of Contents
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Executive Summary
i U.S.Bank is pleased to present this tailored solution to the Village.The U.S.Bank One Card program unites the
power of the U.S.Bank Purchasing Card,U.S.Bank Corporate Travel Card and U.S.Bank Visa and MasterCard
Fleet Card.The one card program allows the Village to manage your travel and procurement with just one
process,one staff,one card issuer and only one bill.U.S.Bank Access Online Payment Plus is an innovative tool
I that combines the control and automation of client purchasing and payables systems with the simplified payment
and rebate opportunity of purchasing cards.Payment Plus extends the value of one card programs by further
automating organizations'Accounts Payable payment processes, replacing traditional paper check payments with
cardless U.S.Bank purchasing accounts.By listening to our clients,U.S.Bank creates powerful,strategic
payment solutions to in evolving market needs.Below we list the Village's key program requirements and
provide our specific plan to meet these needs.
Offer a robust online tool
Our proprietary online program management and reporting system,Access Online,is a robust solution with all the
tools our clients need to efficiently manage their T&E and procurement programs.Access Online's highly-
intuitive interface empowers our clients to make the most of their program with the capability to enable or disable
relevant functionalities to enhance business processes.Based on the functionalities the Village chooses,your
organization's users and administrators will have the tools they need at their fingertips—such as account setup;
j the ability to view,dispute or allocate transactions;submit electronic payments;or run standard and customized
program reports.
Client satisfaction
At U.S.Bank,our focus is on providing the highest quality products and services in order to exceed the needs and
expectations of our clients.This concept is an integral part of our commitment to total customer satisfaction,
which we take seriously.Because of our commitment,we regularly solicit customer feedback by conducting
formal satisfaction and benchmarking surveys,as well as compiling telephone response statistics.We use the
valuable feedback we receive to produce measurable results—including investments in new products and
technology—ensuring the ongoing satisfaction of our clients,In fact,U.S,Bank Corporate Payment Systems has a
97.5%client retention rate year over year;a number we feel shows our commitment to satisfying our clients.
Through our approach to client satisfaction,we demonstrate our continued commitment to our clients and the
success of their commercial card programs.
Partner with a banking industry leader
With$353 billion in assets and 3,080 banking offices in 25 states,U.S.Bank is the fifth largest commercial bank
in the United States.More than one million companies—including 93%of the Fortune 500--entrust U.S.Bank
with some portion of their banking business.With more than 60,000 dedicated employees,U.S.Bank serves
approximately 17.2 million customers. While our numbers may seem noteworthy,U.S.Bank continues to
maintain a dedicated focus on financial performance and fiscal security.
For the sixth consecutive year,U.S.Bank was ranked number one as the most trusted bank for customer privacy
and data security by the Ponemon Institute.Additionally,U.S.Bancorp's Chairman,President and CEO,Richard
Davis,was recognized as the Executive of the Year by the Minneapolis/St. Paul Business Journal in January
2010.U.S.Bancorp was also recognized for the fifth year in a row for its"Top Banking Team"of the"25 Most
r Powerful Women in Banking,"in the October,2011 issue of U.S.Banker magazine.Pam Joseph,Vice Chair of
Payment Services(of which Corporate Payment Systems is a component),was ranked number six on this
prestigious list.
Based on the needs listed above,we recommend the Village implement U.S.Bank's one card and Payment Plus
solutions.Throughout this proposal,we provide key program details for the Village.We welcome the opportunity
to provide additional information on our program.U.S.Bank is deeply committed to earning your business and
building a mutually beneficial relationship.
W U.S.BANK Confidential Proposal to the village of Oak Brook f Page 1
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Request for Quotes Response
Please provide the following information using the attached 2011 Accounts Payable Data file:
We completed the Estimated Financial Benefit section for the Village.The first step we completed was to tun
your$15.3 million in A/P spend against the Visa database.We determined that$7.513 million is catdable spend.
We broke it out into three tiers based on average transaction size.$1.922 is in tier I(less than$2,500),$1.498
million in tier II(between$2,500 and$10,000)and$4.093 million in tier III(greater than$10,000).Based on
these results and after analyzing your vendors,we estimate between$2 to$3 million in spend on the program but
we have used$2 million as the conservative target.hi terms of checks,we assumed a 3-to-I invoice-to-check
ratio.
Estimated Financial Benefit
Projected Cardable Spend $2,000,000
Avg.Cost Savings to Eliminate a Procure $27.00
To Pay Transaction
Projected#of Checks Eliminated 1,700
Avg.Cost Per Check direct and indirect $6.00
Avg.Days Float on Checks Net 10 w/vendor 10
i Avg.Days Float with Software(Net 10 25
w/vendor&Bank,30-day billing cycle/up to
14-day a ment terms wBank
Additional Days Float Gained 15
Daily Cost of Capital @ 3% APR(i.e.daily 0.00822%
cost funds/365
Estimated Rebate Rate(net 10,30-day billing 1.250%
cycle,up to 14-day payment terms
Estimated Rebate Rate(net 30,30-day billi ng $25,000
cycle)
In addition to items mentioned above,the following information needs to be provided:
1) Explain how your software and solution integrates and interfaces with the Village's Financial
Software(Munis)
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U.S.Bank will work with the Village to integrate your commercial payment program information with
your organization's financial systems.From accounts payable to electronic expense repotting and
eProcurement,U.S.Bank has successfully integrated our solutions with all major financial systems,
including Munis.
Effective financial extracts contribute to increased processing efficiencies and cost savings.Access
Online allows the Village to extract the data you need in the most efficient,convenient format,providing
a wide variety of financial extract options to meet your specific integration requirements.Options for
financial extracts include:
■ Standard financial extracts—Standard financial extracts are appropriate for clients desiring a quick
to implement,low maintenance,automated extract solution.If a standard financial extract is
appropriate for the Village,you will receive a basic financial extract at the end of each cycle in a
format that is compatible with your systems.
10 U.S.BANK Confidential Proposal to the Village of Oak Brook I Page 2
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■ General ledger extracts—General ledger extracts directly integrate with the Village's general ledger
system.The Village controls where transactions are allocated,how extracts are structured and when
I data is delivered.This option provides more control over the Village's transaction data.If the Village
receives a daily general ledger exhact,you can customize the daily file by choosing a specific number
of previous days to include in the file.The Village can receive general ledger extracts daily or at the
j end of each cycle.
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Output Format
j The Village can choose the output format that best suits your needs.The output file format indicates the
unique positioning and layout of data within an extract file.File transmissions methods include:HTTPS,
Secure FTP, Secure AS2,Native FTP,Connect:Direct,VAN,Async or BDC.Additionally,U.S.Bank
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offers secure mailboxes via Access Online Data Exchange.During implementation,U.S.Bank will work
with the Village to determine and set up the best transmission method based on your needs.U.S.Bank
offers three primary output file types:
■ Statement Billing File 2.5(SBF 2.5)---SBF 2.5 is a U.S.Bank standard statement file that contains
i transaction data with allocation information. Clients primarily use this format to populate their general
ledger with transaction information.
■ U.S.Bank Commercial 1.0 (USBCI)—This standard file format contains transaction,account,
hierarchy,level 11 and level III data for both corporate and purchasing card programs.This file type
also supports the inclusion of allocation data from Access Online.
■ U.S.Bank Commercial 2.0 (USBC2) —This file type accommodates Access Online Payment Plus
and Order Management programs.USBC2 is based on USBC1 with the addition of level III
transaction,Payment Plus and order management data.
Please refer to the Access Online USBCI Interface Specifications Guide and U.S.Bank USBCI
Format,included as Exhibits 1 and 2 respectively.Additionally,please refer to Exhibit 3,Tyler
Technologies Munis Accounts Payable Interface,which explains how USBCI can interface with the
Munis Financial Software.
i2) Does your Purchasing Card Program allow the Village to customize imported fields?
Yes,depending on the functionality utilized by your organization,the Village can customize up to 58
fields,including:
x Eight Account Setup and Maintenance Fields
■ Five Transaction Management Fields
st 25 Payment Plus/Order Management Fields(primarily for eProcurement integration functionality)
e 20 Enhanced Supplier Information(ESI)Fields
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3) Transactions are posted directly to a vendor file.Do you have a custom field that will import
transactions to be posted to the vendor file?
We have provided two responses based our interpretation of the question.
U.S.Bank can only import the Visa,MasterCard or TSYS data we receive so custom fields cannot be
imported.Please note there are 25 custom Payment Plus/Order Management fields available for you to
provide to U.S.Bank that could be appended to the transaction.
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U.S.BANK Confidential Proposal to the Village of Oak Brook I Page 3
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In order for U.S.Bank to provide the Village with custom information in regards to a transaction,it must
first be entered into our system.Custom fields are available within Access Online and can be exported to
the Village.
4) How long are statements available for viewing on-line?Does your software solution have an
archival system?
Tull transaction data is accessible via the user interface for six months and available online for reporting
purposes for 24 months.Data can also be made available off-line for an additional five years.
5) Please provide a description of your company and its relevant prior experience with a Purchase
Card Program.
U.S.Bank Corporate Payment Systems is a business unit of U.S.Bancorp,a diversified,NYSE-listed,
Fortune 500 financial services company headquartered in Minneapolis,Minnesota.The following
summary details how U.S.Bank and the Corporate Payment Systems division work together to benefit the
Village beyond traditional card providers.
Top-Ranked Bank ig
U.S.Bank is currently the fifth largest bank in the United States,with$353
billion in assets and 3,080 banking offices in 25 states,and is listed on the New the
York Stock Exchange under the ticker symbol USB.More than one million power 4�
companies—including 93%of the Fortune 500—entrust U.S.Bank with some �t0
portion of their banking business.U.S.Bank is a company with a distinguished
tradition,having provided trust services since 1863. Work for
In March of 2012,U.S.Bancorp was named the#1 Most Admired Company in
the Superregional Banks category of Fortune magazine's 2012 ranking of the
World's Most Admired Companies for the second year in a row.To receive this award,U.S.Bancorp was
ranked by top executives,directors and members of the financial community.Most notably,U.S.Bancorp
had top rankings for innovation,use of corporate assets;quality of management and long-term
investment,social responsibility,financial soundness and quality of products and services.
Outstanding leadership is undoubtedly the key to our recent industry recognition and success.In fact,our
President and CEO,Richard Davis,was selected as 2010 Banker of the Year by American Banker for
his steady hand and ability to lead and challenge the banking industry in one of the most difficult periods
on record for financial institutions.
Comprehensive Product Offering
U.S.Bank is organized along four major business lines:Payment Services,of which Corporate Payment
Systems is a component;Wholesale Banking;Wealth Management and Securities Services;and
Consumer Banking.Each business line delivers a comprehensive suite of financial products designed to
meet the needs of its target market.The Village may benefit,like many of our clients,from this product
breadth,broadening your U.S.Bank relationships across divisions to include such financial services as
business banking,corporate trust,workplace banking,treasury management,equipment leasing and more.
U.S.BANK Confidential Proposal to the Village of Oak Brook I Page 4
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Leading Division
U.S.Bank Corporate Payment Systems leads the industry on multiple levels:the nation's First bankcard
issuer of commercial card programs,the Federal Government's largest commercial card issuer and
payment processor,and one of the largest commercial bankcard issuers in the world.An established lead
performer within the bank,Corporate Payment Systems has been singled out by U.S.Bank President and
CEO Richard Davis as key to the future success of the organization.Fundamental to this success is the
singular vision of our division:to provide innovative payment solutions that enable the exchange of value
between buyers and sellers anywhere,anytime and by any method.The scope of this vision ensures that,
as a client,the Village's commercial card program will never stagnate,but rather evolve in a manner that
leads and challenges the industry.
Commercial Card Experience in the Public Sector
The public sector represents more than 56%of Corporate Payment Systems'total volume of commercial
card business.With more than 2,200 public sector clients,this is the market that drives our commercial
card product,technology and service enhancements.Our client base within the public sector includes
local school districts,police and fire departments,county governments,local municipalities,state
government agencies and numerous Federal agencies.
We currently manage 15 state programs,approximately 875 clients in the educational sector,and more
than 1,300 cities and political subdivisions.
U.S.Bank is the largest commercial card issuer and payment processor for the Federal Government.We
{ serve some of the largest federal agencies,including the Department of Defense,Army,Air Force,
Veterans Affairs Department and U.S.Postal Service.
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6) Please provide municipal references that are using your Purchasing Card Program with the Munis
Financial Software.
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U.S.Bank does not track the financial systems used for each client.However,one of our clients that
utilize Munis Financial Software is SCORE.The other two clients below do not utilize Munis.Please
note that U.S.Bank has successfully integrated our solutions with all major financial systems.
Client: SCORE(South Correctional Entity)
Contact: Karen Jester,Finance Director
Address: 20817 17th Avenue S
Des Moines,WA 98198
Phone: (206)257-6257,
E-mail: lcjester @scorejail.org
Client: Anne Arundel County Government
Contact: Jennifer Hehneeki
Address: 2660 Riva Road
Annapolis,MD 21401
'. Phone: (410)222-7661
E-mail: phpcte25 @aacounty,org
Name: City of Maplewood
Contact: Gayle Bauman-Finance Director
Phone: (651)249-2902
E-mail: gayle.bauman @ci.maplewood.mn.us
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U.S.BANK Confidential Proposal to the Village of Oak Brook Page 5
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Conclusion
i Thank you once again for the opportunity to provide this overview of the solution offered by U.S.Bank Corporate
Payment Systems.Please contact your Sales Representative,Ryan Calloway,if you require additional information
on any of the outlined services.
In addition to further descriptions,Ryan can provide web demonstrations,training materials,customized sample
reports and even direct discussions with operations personnel.
We welcome the opportunity to provide the information most critical to the Village.Beginning with this proposal
and following through its subsequent discussions,we hope to demonstrate that we have a deep commitment to
earning your business and building a long-term relationship between the Village and U.S.Bank.
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® U.S.BANK Confidential Proposal to the Village of Oak Brook I Page 6
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AMERICAN UNIVERSITY
VISA PURCHASING CARD (PCARD)
INTRODUCTION
The AU Visa Purchasing Card is a combination of two programs- a PCARD Program and a
Travel Program. This policy refers to the PCARD component of the AU Visa Purchasing
Card. The Travel Card Guidelines are included in this manual and also on the Procurement
& Contracts website. The advantage of the AU Visa Purchasing Card is that you get the
advantage of two cards while only having to carry one. PCARD in this Policy and Procedure
document refers to the PCARD-enabled functionality of the AU Visa Purchasing Card.
The PCARD Program allows authorized cardholders the ability to purchase materials needed
for the operation of their departments directly from a supplier. The PCARD is designed to
save time and effort from filling out requisitions,processing purchase orders,and reconciling
checks with invoices. It will improve the efficiency of processing low dollar purchases from
any vendor that accepts the VISA credit card. Many of the vendors who AU currently does
business with by purchase order,will accept a credit card for purchases.
The PCARD is a VISA credit card product issued by Bank of America. It is designed to
complement the Datatel Financial System. The PCARD is not intended to avoid or bypass
any Procurement & Contract policies and procedures or restrictions. Appropriate record
keeping is essential to ensure the successful use of the PCARD and to comply with all
University Procurement and Contract's policies and procedures.
The PCARD will have no impact on your personal credit. Although the card lists an
individual's name, the card is actually issued to American University. Please remember that
you are committing American University funds each time you use the PCARD. This is a
responsibility that should not be taken lightly. You are the person responsible for all charges
made to the PCARD which has been issued to you. Intentional or fraudulent misuse of a
PCARD may result in disciplinary action up to and including termination.
CODE OF ETHICS
AU Visa Purchasing Cardholders should not permit any influence which could conflict with
the best interests of the University or prejudice the University's reputation. Cardholders are
expected to be free of conflicts of interest or relationships which are,or potentially could be,
detrimental to the best interests of the University.
CORPORATE LIABILITY
The American University PCARD is VISA Commercial Credit Card product and as such has
corporate liability. Corporate liability is defined as:
• American University is not liable for transactions made by a terminated employee,
once notice is provided to the PCARD Administrator, Mary Green, and the card is
cancelled.
• American University is liable for all charges made by an active employee.
• American University is not liable for fraudulent charges if Bank of America is
notified in a timely manner.
The cardholders will not be subject to a personal credit check or incur personal liability as
long as these policies and procedures are followed.
OBTAINING & ACTIVATING A PCARD
Any University faculty and staff member who has a need to purchase goods from an external
supplier, and is authorized by their School Chair or their Department Head is eligible to
receive a PCARD. The first step in obtaining a PCARD is for the requestor to complete a
Cardholder Application Form (located in the appendix). The completed form must contain
all of the required information and be approved by the School Chair or Department Head
before submitting it to Mary Green,Program Administrator(x3813).
Upon receipt of the application, all information will be reviewed and forwarded to Bank of
America for Processing. Requests for new PCARDs are normally processed within 10
working days upon receipt by Bank of America. The new card will be sent to the Program
Administrator who will schedule a time for cardholder training. If the supervisor
("approver") has not completed training, the program administrator will also schedule a time
for the "approver" to attend an upcoming PCARD training session. The cardholder is
required to sign a Cardholder Agreement Form and attend a formal PCARD training
session. After completion of the training session, the PCARD will be given to the
cardholder. Upon receipt of the PCARD, the cardholder must contact Bank of America
Customer Service at (888) 571 -1000 to activate their PCARD using their AU identification
number.
AMERICAN UNIVERSITY PCARD POLICY
The PCARD provides an alternative to the purchasing procedures regarding transactions for
goods and certain services at $500.00 or less. To receive a PCARD, please follow these
simple steps:
1. Cardholder application must be approved by the cardholder's direct supervisor.
2. All cardholders must attend a formal training session prior to receiving a PCARD.
3. PCARDs can only be used for University related business purchases. No personal
purchases are allowed.
4. All cardholders must sign and accept the terms and conditions of the American
University PCARD Credit Agreement.doc.
5. All purchase transactions must be made by the cardholder. If a department needs
more than one cardholder, additional cards can be issued in their name with the same
general ledger account number.
6. Each PCARD general ledger account number can be changed to another approved
account number upon review of monthly charges.
7. It is the cardholder's responsibility to maintain adequate documentation of all
transactions.
8. The cardholder must be a full-time employee of the University.
9. The PCARD CANNOT be used to purchase the following items:
Travelers Checks Foreign Currency Money Orders Cash
Jewelry Watches Clocks
Silverware Stores Contract Services Furriers Fur Shops
Bars Taverns Night Clubs Lounges
Hazardous materials Radioactive Materials Rental or lease of space
Packaged Stores or Alcohol Beverage Control Stores (Beer,Wine and Liquor)
The Complete list can be found in the appendix.
CARDHOLDERS RESPONSIBILITY
1. Billing, verification and authorization will take place once a month on the Bank of
America "WORKS"website,12a3:ment1works.com. Individual cardholders will receive a
welcome email from the Works system. There will be a link to set up a system password
which will enable them to access their credit card charges online. No statements will be
mailed to the cardholders. It is the cardholder's responsibility to match receipts
against the online statement and obtain their supervisor's approval. The
approved receipts should be forwarded to the departmental administrator to be
kept in the departmental files for a period of two (2) fiscal years.
2. If a charge on the account is in error,it is the responsibility of the cardholder to contact
the vendor in question and request a credit to their card account. If credit is not given in
45 days, then contact: Bank of America Customer Service Department at the number
below.
3. A cardholder may also dispute a charge that appears on their monthly online PCARD
statement. If there is a charge that is not recognized by the cardholder,or if it appears to
be incorrect, the cardholder must first attempt to resolve the issue with the supplier. If a
resolution with the supplier is not possible the cardholder must dispute the charge
formally on the website. During the investigation, a credit will be issued to the
cardholder's account for the amount questioned. When Bank of America has completed
the investigation, the cardholder will be notified of the resolution. If the dispute is not
settled in the favor of the cardholder, the account will be charged for the disputed
transaction amount.
4. If the PCARD is lost or stolen, it is the responsibility of the cardholder to immediately
contact:
Bank of America 1-888-449-2273
It is also necessary to contact the PCARD Administrator (Mary Green x3813) as soon as
possible to cancel the stolen card and issue a new card.
5. The PCARD must be turned into the supervisor when the cardholder leaves the
University. The Purchasing Office must be notified immediately by the cardholder's
supervisor so the card can be canceled.
6. Violation of these policies can result in suspension or termination of card privileges
and/or disciplinary action to include termination of employment, and may result in
criminal prosecution.
SUPERVISORS RESPONSIBILITY
1. The supervisor for each cardholder is responsible for the employee's use of the card.
2. The supervisor is responsible for notifying the PCARD Administrator (x3813) upon
termination or transfer of the cardholder,which includes a cardholder who changes
departments or assignments within the University and is no longer a member of the
previous department.
3. A supervisor who has authorized the use of PCARDs within their department must
sign and accept the terms and conditions of the American University Purchasing
Agreement along with each cardholder for which they are responsible.
NOTE—This signature may not be the same as the cardholder.
4. It is the supervisor's responsibility to review and approve the charges made by a
cardholder they supervise online by the 30`' day of each month for which there are
charges.
HOW TO USE THE PCARD
These guidelines should be followed when using the PCARD:
1. Identify if the purchase is appropriate for the PCARD by making sure the items is not
on the Restricted Commodities.doc List.
2. Purchases from friends,relatives,or from companies where the cardholder has a
financial interest are prohibited.The cardholder must not accept any gift or
gratuity from any vendor when it is offered, or appears to be offered,to influence
your decision-making regarding p-card purchases.
3. Make sure that the appropriate department administrator has approved the purchase and
that you have followed all Policies & Procedures within this manual, including any
specific departmental procedures regarding ordering process and all procedures
regarding record retention.
4. When receiving a shipment, it is the responsibility of the cardholder to properly
inspect the shipment. In cases of returns, the cardholder is responsible for
coordinating the return directly with the supplier.
5. All packing slips must be retained as part of the purchase documentation.
"REMEMBER"
1. No single purchase is to exceed$500.00.
2. The PCARD is not to be used for the Restricted Commodities.doc.
Purchases for these restricted commodities and for purchases of $500 or more should
continue to be processed in accordance with established Procurement & Contracts policies
and procedures.
MAKING THE PURCHASE
The PCARD simplifies the purchasing/disbursement process. Purchasing responsibility is
delegated to the cardholder to place an order directly with the vendor. The PCARD
program provides enhanced control for all transactions by producing immediate decisions
on specific authorization criteria.There are three main methods of making purchases.
Direct
When making an over-the-counter direct purchase:
•Verify that the vendor accepts VISA. Once you have determined that
the vendor will accept visa,provide the p-card for payment. EMPHASIZE
that the University is a Tax Exempt Institution and the that purchase is
exempt from state and local sales tax. If necessary,provide a copy of AU's tax
exemption certificate.
•Verify that no sales and use tax is included in the final purchase price
before signing the sales draft.
•Retain the receipt
Phone or Fax
When placing an order via phone or fax always state that you are calling from University and
you will be making a VISA PCARD:
•Provide the vendor with the requested card information.
•Make sure to tell the sales representative over the phone,or indicate on
the fax order form, that the University is a Tax Exempt Institution and the that
purchase is exempt from state and local sales tax. If necessary,provide a copy of
AU's tax exemption certificate.
• If the shipping address is not the same as the billing address,give the
vendor detailed shipping instructions to include the proper shipping
address.
• Retain appropriate documentation for the purchase
Internet Orders
When placing Internet orders:
• If available,always use the Governmental or Educational section of the
vendor's website for placing orders to ensure tax exemption. If the
vendor does not have these sections available,the vendor may
inadvertently charge sales and use tax. If this is the case,the
cardholder must contact the vendor to request a credit to the p-card
and if necessary,provide a copy of the sales tax exemption certificate
• Complete the necessary order process and provide card information to
include the billing address that appears on the cardholder bank
statement.
•Retain appropriate documentation for the purchase
PROOF OF PURCHASE DOCUMENTATION
The PCARD will eliminate the time and effort spent on processing requisitions and expense
authorizations, filing of purchase order copies,and the reconciliation of invoices.
With this authority comes the responsibility for maintaining adequate documentation at the
source of the transaction. All documents relating to purchase and receipt of goods must be
retained for two (2) fiscal years in the department.
Each cardholder has the ability to print a monthly statement of their charges from the Bank
of America website, 12ayment2.works.com. This functionality will be explained in the
training session each cardholder is required to attend. Documentation must be maintained
to record the transactions at its source. Documentation must support the legitimate business
purpose of all transactions made with the PCARD. Supporting documentation should
include the following items:
• Copy of an order form or application when available
• Packing slip for goods received
• Cashier receipt or vendor invoice
Missing/Lost Receipts
If you do not have a receipt for a legitimate p-card purchase,you must:
• Contact the vendor to request a receipt.Write down who you talked to,when,
and the outcome of the conversation.
• If purchased online, sign in and see if you are able to view the status of the
order and retrieve a receipt.
•As a last resort,complete the missing receipt form. In order for the missing
receipt form to be valid it must include original signatures of the cardholder,the
supervisor and the p-card administrator.
Please Note: Use of the missing receipt form more than three times in one fiscal year will
result in temporary suspension of card privileges.
Periodic audit will occur.
ALLOCATION OF CHARGES
Each PCARD is assigned to a default university general ledger code within their department.
The charges made to the PCARD will be visible online at 12ayment2.works.com. Each
cardholder will be required to review the charges online, leave a brief comment online and
acknowledge receipt of each item by checking the sign off button (bottom right-hand
corner).
Changes to the assigned general ledger code are allowed within the current cycle month only.
The closing date for the card is the 25`'' of the month. Each cardholder must review their
charges by this date and reallocate to general ledger codes at this time. Once reviewed by
the cardholder, the cardholder's supervisor will have until the 30`'' to approve the charges.
Once approved by the supervisor, the charges will be automatically charged to the
cardholder's general ledger under the object code assigned by the cardholder.
VISA PURCHASING CARD (TRAVEL CARD
COMPONENT)
The AU Visa Purchasing Card is a combination of two programs- a PCARD Program and a
Travel Program. This policy refers to the Travel component of the AU Visa Purchasing
Card. The Travel Card Guidelines are included in this manual and also on the Procurement
& Contracts website. Travel Card in this Policy and Procedure document refers to the
Travel-enabled functionality of the AU Visa Purchasing Card.
The Travel Card is a VISA credit card product issued by Bank of America. It is designed to
complement the Datatel Financial System. The Travel Card is not intended to avoid or
bypass any PCD and Accounts Payable policies and procedures or restrictions.
The Travel Card will have no impact on your personal credit. Although the card lists an
individual's name, the card is actually issued to American University. Please remember that
you are committing American University funds each time you use the Travel Card. This is a
responsibility that should not be taken lightly. You are the person responsible for all charges
made to the Travel Card which has been issued to you. Intentional or fraudulent misuse of a
Travel Card may result in disciplinary action up to and including termination.
The Travel Card is designed to help defray out-of-pocket costs for University faculty and
staff whose job responsibilities require frequent travel for University business. Cards are
issued in the traveler's name and usage is restricted to the individual named on the card.
Purchases on the Travel Card are limited to airfare/train reservations; hotel (lodging and
banquet services); hotel parking and documented/itemized business expenses charged to the
hotel;and rental car services.
The Travel Card is subject to a maximum monthly spending limit of$5,000. Purchases must
not be split to avoid the established single transaction limit. Cash Advance spending limit of
$500 is available for all international travel purposes upon written request and approval by
card's supervisor.
Appropriate record keeping is essential to ensure the successful use of the Travel Card and
to comply with all University Procurement and Contract's policies and procedures.
Documentation must support the legitimate business purpose of all transactions made with
the Travel Card. Supporting documentation should include the following items:
•Airline Tickets/Train Reservations—the receipt or e-ticket summary itemizing all costs.
•Hotel Registration—an original hotel receipt/portfolio itemizing all costs.
• Car Rental—an original car rental agency bill itemizing all costs.
If the required documentation is not available,an explanation must be recorded on the
transaction record within the Bank of America Works system.
LOST, STOLEN, CANCELLED, REASSIGNED OR
REISSUED PCARDS
Call (888) 449-2273 immediately if a VISA Purchasing Card (PCARD) is stolen or
lost.
1. It is the responsibility of the cardholder to report a lost or stolen PCARD immediately
to Bank of America at (888) 449-2273. Bank of America representatives are available 24
hours a day, seven days a week. When reporting a lost or stolen card, the cardholder
must tell the representative the call is regarding a VISA Purchasing Card.
After reporting a lost or stolen card to Bank of America, the cardholder must also
immediately phone and report a lost or stolen card to the Program Administrator,
Mary Green x3813. The Program Administrator will also require that the information
regarding the lost or stolen card be put in written form and faxed or e-mailed within 48
hours of being reported. The written notification should include the following
information:
• Was the card lost or stolen?
• Cardholder name
• Cardholder account number
• Date the lost/stolen card was reported to Bank of America
• If stolen,a copy of the fraud affidavit forwarded to mgreen @american.edu
2. To cancel a PCARD, or change the status of a cardholder (i.e. name change), notify Mary
Green email at m reen american.edu or Evan Bradford at ebradfo namerican.edu.
3. A new PCARD will automatically be processed and sent to the Procurement and
Contracts Department. Cards typically take 2 — 3 days to process. Cardholders will be
notified when and where to pick up their new cards.
AUDITS
To ensure the continued success of the PCARD Program and meet American University
audit requirements, periodic audits of a cardholder's transaction file and monthly summaries
may occur. The Procurement and Contracts Department reviews the summary of
departmental charges monthly and may question the relevancy of any particular transaction.
The primary purpose of the audit is to ensure that the cardholders adhere to the University's
Policies and Procedures.
Auditors will be looking for the following:
1. Proper documentation is being retained
2. Items purchased are from preferred or approved suppliers
3. Items purchased are not from the restricted commodities list
4. Items purchased are directly for American University
Field Audits are completed periodically.
The P-Card Administrator will quarterly review the following:
• Review of departmental p-card processes to ensure adequate segregation of duties
between the cardholder,reconciler and the approver.
•Review of the cardholders,the reconcilers and the approvers responsibilities
• Receipt availability
•Bank statement review
• Complete required documentation
Any alleged violation or questionable transaction could result the cardholder receiving a non-
compliance warning from the P-Card administrator. Any charges falling outside of the above
criteria will be reimbursed to American University by the cardholder and may result in the
loss of PCard privileges.
PCARD SECURITY
The PCARD should always be treated with at least the same level of care that you treat your
own personal credit cards.
• STORAGE OF THE PCARD- Keep your PCARD in an accessible
but secure location. Since you, as the cardholder, should be the only one
using the card it needs to be accessible only to you.
• ACCOUNT NUMBER- Guard the account number carefully! Do not
post it at your desk or write it in any other place that is easily accessible
by others.
• SHARING (OR USE BY SOMEONE OTHER THAN THE
CARDHOLDER) - The only person entitled to use the card is the
person whose name appears on the face of the card. Do not lend your
card to another person for use. If the cardholder is going to be absent
from the office for an extended period, the department manager may
request that a new card be issued to a different person for the duration of
the absence,or that a card be suspended for a certain timeframe.
EMPLOYMENT STATUS
Only Full-time American University employees can be issued a PCARD. Temporary
employees of American University are not eligible for PCARDs.
Cards should not be issued to employees on probation. A Dean's (or higher depending on
the position of the new cardholder) signature will be required for a new employee still on
probation.
Changes in Status:
When a cardholder terminates employment with the University, or transfers to another
University department, he/she must return the PCARD to his supervisor ("Approver").
The PCARD should be cut in half and returned to the Procurement and Contracts
Department. Procurement who will in turn will cancel the card with Bank of America. If the
employee is to be issued a card in his/her new position a new card with a new account
number will need to be issued.
NOTE- Any charges made to the PCARD belonging to a terminated
employee must be reimbursed to American University by the cardholder.
KEY CONTACTS
The following resources are available to help you with use of the PCARD, answer any
questions you may have,or help solve any problems that may arise:
1. To cancel or report a stolen VISA Purchasing Card (PCARD),please call(24 hours
a day: (888) 449-2273
2. To request assistance with use of your PCARD or apply for a PCARD,please call or
email one of the AU VISA Purchasing Card Program Administrator:
Mary Green
(202) 885-3813
rn re a,american.edu
Or
Evan Bradford
(202) 885-3814
ebradfo�ic,american.edu
AMERICAN UNIVERSITY VISA PURCHASING CARD REPLACEMENT RECEIPT FORM
I do certify that the purchase below was made for official AU
business.
(PRINT NAME) This form will be kept with my original receipts for two
fiscal years.
For services rendered.Merchant Name
PURCHASE AMOUNT: $ USD.
Method of Purchase Fax Telephone Internet Storefront Other
Description of Purchase:
CARDHOLDER SIGNATURE DATE
SUPERVISOR SIGNATURE DATE
A copy is required to be emailed to the AU PCard administrator-Mary Green at mgreen @american.edu.
AMERICAN UNIVERSITY VISA PURCHASING CARD
NON-COMPLIANCE WARNING FORM
This form is used by the American University P-Card administrator to warn a cardholder of a p-card issue that
needs to be resolved. The form identifies the issue,notes the corrective action required and a time frame for
resolution.
If the cardholder corrects the issue within the specified time frame, no
further action is necessary.
Cardholder Name Department
Form issued by: Mary Green Lead Buyer&Tech Spce
Name Title
Today's Date: P-card Statement Month
RECONCILIATION INCOMPLETE
❑ Cardholder Review was not completed online by due date
COMPLIANCE TRANSACTION
Transaction Date Merchant Amount
❑ Unauthorized purchase ❑ Failure to Purchase from Contract Vendors
❑ Improper record keeping ❑ Questioning business nature of transaction
❑ Split Transaction to avoid card limits
❑ Other
ACTION • 1 BY CARDHOLDER:
❑ Written justification of purchase signed by approving official(Please forward original to Mary Green in
Procurement,Brandywine 200—8020.)
❑ Cardholder Retraining
❑ Transaction sign-off for the period to
❑ Submission of receipts for the period to
❑ Other
*Action to be completed no later than
Specify Date
IMPORTANT INFORMATION FOR THE CARDHOLDER-Please contact Mary Green,PCard Administrator if
there is an issue preventing resolution by the specified date. If the issue remains unresolved past the date specified above,
your account may be suspended.
ORIGINAL FORM IS RETAINED BY PURCHASING COPY OF FORM TO DEPARTMENT WITH P-CARD
RECORDS
The cardholder has not remedied the non-compliance issue.Our department is requesting the following action:
❑ Warning letter to cardholder
❑ Suspend p-card immediately for period of (no less than 1 month)
❑ Other
Please provide an explanation for your recommended action:
Director-PCD Signature:
Date
Agreement to Accept the Bank of America
Visa Purchasing Card
Issued by American University
American University is pleased to present you with this Bank of America Visa Purchasing Card. It
represents American University's trust in you to safeguard the University's assets and purchase items for
your department in a responsible and cost conscious manner.
1, ,hereby acknowledge receipt of the Bank of America
Visa Purchasing Card. As a University Cardholder,I agree to comply with the terms and conditions of this
agreement, including American University Purchasing and Travel Guidelines located in the PCARD
Manual and outlined on the Procurement & Contracts website,
http://www.american.edu/finance/cop/CreditCardProcedures.html.
I acknowledge receipt of the procedures and confirm that I have read and understand the terms and
conditions. I understand that American University is liable to Bank of America and Visa for all the
University's charges.
I agree to use this card for American University departmental approved purchases only and agree not to
charge personal purchases. I understand that the University will audit the use of this card and report any
discrepancies.
I further understand that improper use of this card may result in disciplinary action, up to and including
termination of employment. Should I fail to use this card properly, I authorize American University to
deduct from my salary that amount equal to the total of the discrepancy. I also agree to allow the
University to collect such amount even if I am no longer employed by American University.
I understand that American University may terminate my right to use this card at any time for any reason. I
agree to return the card to the University immediately upon request or upon termination of employment.
Signature
Department Building
Phone Ext.
Date of Agreement
Employer Conditions
PCard: I agree to use this card for American University departmental approved purchases only and agree
not to charge personal purchases. I understand that the University will audit the use of this card and report
any discrepancies.
Should I fail to use this card properly,I authorize American University to deduct from salary that amount
equal to the total of the discrepancy. I also agree to allow the University to collect such amount even if I
am no longer employed by American University.I understand that American University may terminate my
right to use this card at any time for any reason. I agree to return the card to the University immediately
upon request or upon termination of employment.
Travel Card:I agree to use this card for American University business travel. I understand that all charges
must be according to the current travel policy at AU. I understand that if my request is granted,all amounts
will automatically be charged to my budget account number. All receipts should be reconciled with the
online statement.All receipts should be retained by the Department for 5 fiscal years. I understand all
these terms and agree to abide by them.
Both: I agree to abide by the policies as stated above for the Pcard and Travel Card.
Cardholder Signature Date
Supervisor Signature Date
I
t
A-MERICAN UNIVERSITY
D
APPLICATION FOR AMERICAN UNIVERSITY
VISA PURCHASING CARD
Personal Information
*First Name:
Middle Initial:
*Last Name:
*Business Phone:
*AU Email Address:
*AU ID Number:
Date of birth:Month
Day:
Year:
Supervisor Name:
Supervisor Email:
Mailing Address Information
*Department Address
* Street Address: 4400 Massachusetts Avenue NW
*City: Washington
* State: DC
*Zip: 20016
Additional Business Information
Type of Card:
(PCard,Travel,Both)
Department Name:
G/L Account#
Card Settings
Purchasing Credit Limit $2,000.00
Single Purchase Limit _$500.00_
Travel Card Limit _$5,000.00_