At the time issuance is applied for, the workshop/program administrator will work with the Accounting Office to identify expenditures which will occur during the program travel and which will be paid using the card or cash obtained with the card. A total dollar amount will be determined which will be transferred to the card account. This amount is the maximum dollars that can be expended using the card during the workshop or program.

Cards should be requested at least 1 MONTH prior to need.

Use
Using the card for a workshop/program related purchase is similar to using any credit card. The card is simply presented at the time of the purchase or use. For purchases within the United States, the purchaser should attempt to make the purchase tax free, and be prepared to provide an exemption certificate when requested. The provider will process the transaction as they would any consumer credit card purchase through the Visa network. Visa verifies that funds are available for the purchase, and debits the account for the amount spent, reducing the available budget.

The charge slips and itemized sales ticket must be collected by the cardholder for each transaction, and held for a reconciliation process to be done upon return from travel.

To obtain cash, the cardholder may use any ATM on the Visa system. The transaction will be to "withdraw cash from a checking account". Cash withdrawals are limited to $1,000 per day. Wherever possible, the card should be used for a direct payment, using cash only for incidentals such as cab fare, parking fees, etc. where a direct transaction is not possible. The ATM receipt must be collected by the cardholder and be retained for reconciliation to be done upon return from travel.

Purchases made and expenses paid through the check card, and use of cash obtained with the check card, are limited to items and amounts as contained in the approved budget for the workshop or program for which the card was issued. The check card may not be used in lieu of regular LPO’s or purchase orders, except as necessary to support the workshop or program while in travel status. All purchases of goods and services, and payment of authorized expenditures, must conform to University procurement requirements and with the University Travel and Hosting Policy. Purchase of personal items, or payment of personal expenses through the card, or with cash obtained with the card, is not authorized.

Record Keeping
Issuance and use of a check card requires the cardholder to maintain a card purchase log and individual receipts for each transaction. The log is in the form of an envelope printed on the outside with blanks to list the date of purchase, merchant, short description of purchase, amount, purchaser, and CUFS account number to which the purchase will be charged. The log is kept for the duration of the workshop or program. Individual receipts must be obtained from the provider for each purchase, and are kept with the log for reconciliation. At the end of the workshop or program, the log and individual receipts are reconciled by the cardholder and forwarded to the General Accounting Office for review and final reconciliation.

For cash withdrawals, a single line entry is made on the log denoting the date, location, and amount of the ATM withdrawal. A cash envelope is then created for that cash withdrawal, and the individual cash expenditures are logged on the cash envelope, with the individual register/sales receipts placed inside the cash envelope. The cash envelope is then kept within the larger card log envelope.

Responsibility
The cardholder is responsible for the security of their assigned card. The card is issued in the workshop or program name, and it will be assumed that any use of the card is proper and authorized unless the card is reported lost or stolen prior to use.

Issuance of the card will be treated by the University as a cash advance, subject to the provisions of Internal Revenue Code Section 62(C). The card will not be issued more than 14 days prior to when expenses will be incurred, and all usage of the card must be documented and reported with 14 days after the end of the workshop. Original receipts must be obtained and turned in for every dollar spent. Any individual who uses the card, and does not provide documentation of the use of the funds (including individual itemized receipts for each expenditure) within 60 days after the end of the workshop, will have the non-documented amount reported to the University Payroll Office for inclusion as additional income on the employee’s wage and tax statement (W-2 form).

Print and complete the request form and send to the General Accounting Office, 107 Roudebush Hall.