Fill - Free fillable Uofw Bta Cardholder Info Package Final 2020-03-05 (University of Windsor) PDF form

Updated2020‐03‐05

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BUSINESSTRAVELACCOUNT(BTA)PROGRAM

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SCOTIABANKVISA

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CARDHOLDERINFORMATIONPACKAGE

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BUSINESSTRAVELACCOUNT(BTA)PROGRAM

SCOTIABANKVISACARDHOLDERINFORMATIONPACKAGE

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TableofContents

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1. PURPOSE&DESCRIPTIONOFPROGRAM2

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2. RESTRICTIONS2

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3. REPORTINGANDUSAGEFORUNIVERSITYPURPOSES    2

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4. HOWTOARRANGEFORABTAACCOUNTNUMBER3

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5. PROCESSINGANDPAYMENTOFCREDITCARDTRANSACTIONS   3

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6. RECONCILIATION,RECORDRETENTION&APPROVAL4

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7. BTACARDAUDITANDVOILATIONS4

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8. APPLYINGFORABTACARD5

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9. UNIVERSITYOFWINDSORBTACARDAPPLICATION6

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10. UNIVERSITYOFWINDSORBTACARDCHANGEREQUESTFORM   7

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GuidelinesfortheBusinessTravelAccountCreditCardProgram

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1. PURPOSE&DESCRIPTIONOFPROGRAM:

TheBusinessTravelAccount"BTA"isacreditcardprogramestablishedwithScotiabank VISA.

PaymentismadeontheBTAaccountsbytheUniversitytothebank.Nophysicalcardactually

exists, instead a credit card account number is issued in the name of a University operating

department.

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TheBTAprogramexistsforthefollowingsituation:

 Departmentsarerequiredtopayfor3rdparty(non‐employee)travelrelatedcosts.

 Bookingforcertaingrouptravelsituationsorforreservinghotelrooms.Seemoredetailunder

“Restrictions”below.

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2. RESTRICTIONS:

 The BTA program cannot be used for Research Grant travel expenses. All research grant

related travel must be reviewed and approved by Research Grant accounting prior to

reimbursementwithoriginalreceiptsprovided.Thisisdonetocomplywithfundingagencies

policies.TheUofWScotiabankVISAindividualtravelprogramcreditcardisavailableforthis

purpose.

 Usingthecreditcardnumbertomakehotelreservationsispermittedbutthepersonmustbe

abletoprovidetheirUniversityofWindsorTravelCardortheirownpersonalcreditcardat

check‐inifrequested.

 Thiscardisnottobeusedforcarrentals.

 Thiscardisnottobeusedbydepartmentstobookflights,whereemployeeswouldliketosit

togetheronaflight.Theemployeeisrequiredtobookandpayfortheirownflightusingtheir

UniversityofWindsorTravelCardortheirownpersonalcreditcard.

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3. REPORTINGANDUSAGEFORUNIVERSITYPURPOSES:

The U of W Travel Policy applies to all University travel relatedexpenditures.TheFinance

departmentisresponsiblefor developing and maintaining administrativeprocessesrelating to

travelandthereview of the entire cost of a trip.Thefollowing guidelines shouldbe followed

concurrentwiththeuseoftheBTAcard:

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1. IndividualEmployeeTravel:

Individual employee travel arrangements should be done using their University of

WindsorTravelCardorwiththeirownpersonalcreditcard.Inthecaseofreservinghotel

roomsforanemployee,theBTAcardcanbeusedtomakethereservationbuttheroom

billsmustbesettledwiththeemployee'sownUniversityofWindsorTravelCardortheir

ownpersonalcreditcarduponcheckout.

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2. GroupTravel‐SportsTeam:

Forgrouptravelinvolvingsportsteams,thepersonclaimingthetravelexpensesforthe

entiretripshouldbeprovidingacopiesofanyinvoicesthathavechargedtotheBTAcard

withtheirotheroriginalreceiptsbeingreimbursed.IftheBTAwasusedtopayforany

expensesinvolvedaspartoftheSportsTeamsentiretrip,proofofthatexpensemustbe

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attached to their Travel Expense Reimbursement Form (i.e. the airfarereceipt).This

expenseshould bereportedin the TravelExpense reimbursementformin the section

called"pre‐travelrelatedexpensesreimbursedpriortothisclaim".

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3. 3rdPartyTravel:

For 3rd party travel booked on the BTA card for the purposes offacultyrecruitment,

visitinglecturers,boardmembers,etc.acopyofthecharge(invoice/receipt)totheBTA

cardshouldbeprovided,toAccountsPayable,withthe3

party’stravelexpenseform

reimbursingthat3

partyfortheirotherexpenses.

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NOTE:AlloriginalreceiptschargedtotheBTAwillbekeptintheapplicabledepartment

andwillbeavailableforreviewbyFinancestaffandInternalAuditorsatanytime.Please

contactPurchasingatext.2085ifyouhaveanyquestionsontheseguidelines.

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4. HOWTOARRANGEFORABTAACCOUNTNUMBER:

PleasecompleteandhaveapprovedtheattachedagreementandreturnittoProcurementinthe

FinanceDepartment.Thedepartmentmustprovideacontactpersonwhowillbefullyresponsible

forthiscreditcardactivity.Thatpersonwillbecontactedwhentheaccounthasbeenarranged.

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5. PROCESSINGANDPAYMENTOFCREDITCARDTRANSACTIONS:

 AllexpensesincurredonthisBTACardarepaiddirectlytoScotiabankbytheUniversity.

 EachmonththedataisuploadedfromthebankintotheUniversityFinancialInformationSystem

“UWinsite”.Eachtransactionisassociatedwithamerchantcategorycode“MCC”whichisused

toassigntowhichexpenseaccountthetransactionwillbechargedwithinUWinsite.Atthetime

ofBTACardissuance,theapplicableFund,DepartmentandProgramChartofAccountsegments

(i.e.departmentalaccount)willbeassignedforthatparticularBTACard.AllexpensesforthatBTA

Card will then be assigned to these noted Chart of Account segments unless the cardholder

reallocatesexpenseswithinPurchasingCardsoftware(“CentreSuite”)priortotheuploadtothe

UWinsite.Forfurther reference on this process,pleaserefertotheCentreSuiteVISA “How to

Guide”foradetailedexplanationandinstructions.

CardholdersareadvisedtoprotecttheirUniversityBTACardnumberliketheywouldtheirown

personalcreditcard.

1. BTACardsareblockedfromuseatcarrentalagencies,gasstations,restaurants,liquor

stores,entertainmentvenues,andfinancialinstitutions.

2. Any personal use is strictly prohibited and non‐compliance could result in disciplinary

action.

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6. RECONCILIATION,RECORDRETENTION&APPROVAL:

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EachBTAcardholderwillreceiveamonthlystatementtotheirUniversity e‐mail address

identifyingeachtransactionmadeagainsttheirBTACardduringthepreviousmonth.Assuch,the

followingprocessshouldbefollowed:

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1. ThecardholdermatchesupandreconcilesallBTACardreceiptstothetransactionslistedon

their statement.  All original receipts should be stapled to this statement and filed in

chronologicalorder.AllreceiptsMUSTberetainedbythecardholderforseven(7)yearsas

thesemay be required for audit purposes. It shouldbe noted thatthere will be a slight

discrepancy in the amounts posted to accounts in UWinsite and theamountsshownon

cardholderstatementsduetotheexemptportionoftheHST.TheFinanceorInternalAudit

department will periodically conduct reviews to ensure that all policies and procedures

outlinedinthispolicyarebeingfollowed.

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2. TheFinanceDepartmentassumesthatalltransactionsrecordedbythebankarelegitimate

and that payment to the bank will be processed without prior approval by cardholders.

Responsibilityrestswiththecardholdertoensurealltransactionsareaccurate,legitimateand

eligible.Anydiscrepanciesmustbeidentifiedbythecardholderandappropriateactiontaken

toresolvetheproblem.

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3. AllBTAcardholderstatementsmustbeapproved(signedoff)bytheappropriate“one‐up”

signingauthority(i.e.aminimumofonelevelofauthorizationabovethecardholder)onthe

accountbeingcharged.

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7. BTACARDHOLDERAUDITANDVOILATIONS:

The Finance and/or Internal Audit department will periodically conduct BTA Card reviews to

ensurethatallpoliciesandproceduresoutlinedinthisUniversityBTACardGuidelinesarebeing

followed.BTACardviolationnoticeswillbeissuedforthefollowing:

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 Missingone‐upsignaturesonstatements.

 Missinginvoicesorsupportingdocumentation.

 Othernon‐complianttransactions.

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Level1ViolationNotification:ALevel1notificationwillbeissuedtonotifyacardholderandthe

one‐upsigningauthorityonthecard,thefirsttimeaviolationisidentifiedasaremindertorefer

totheBTACardGuidelines.

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Level2ViolationNotification:ALevel2notificationwillbeissuedtothecardholderandtheone‐

upsigningauthorityonthecard,tonotifythecardholderofthesecondviolation.Thisnotification

willrequireacardholdertosuccessfullycompletetheBTACardOnlineTrainingProgram.

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Level 3 Violation Notification: A Level 3 violation, to the cardholder and the one‐up signing

authorityonthecard,tonotifythecardholderofthethirdandfinalviolation.Thisnotificationwill

be issued for multiple infractions to the Policy and will result in the suspension of card use

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temporarilyuntil,theunderlyingissuesareresolved.Thisviolationnoticecouldresultinpossible

revocationofthecard.

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8. APPLYINGFORABTACARD:

BTACardTraining:

BeforeacardholdercanapplyforaPurchasingCard,eachcardholderisrequiredtocompletethe

mandatoryonlineBTACardTrainingProgramandQuiz.

BTACardApplication:

Oncetheonlinetrainingprogramandquizhavebeencompleted,pleasecompletetheBTACard

ApplicationandsubmitittothePurchasingDepartment.Theformmaybesubmittedbye‐mailor

inperson.

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BTACardChangeRequestForm:

IfatanypointintimeacardholderrequiresachangetothePurchasingCardinformation,theBTA

CardChangeRequestFormmustbecompletedandsubmittedtoPurchasingforapproval,before

thechangecantakeplace.Theformmustbesignedbytheone‐up signing authority for the

purchasingcard.Theformmaybesubmittedby

e‐mailorinperson.

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Someexamplesofchangesthatacardholdermayrequireinclude:

 Increase/decreasetotheBTACardbalancelimit

 RemoveoraddMCCcoderestrictions

 Changecontactinformation

 Changeaccountinginformation

 Cancelthecardshouldtheynolongerneedit

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Purchasing PO08

University of Windsor BTA Card Application

This form is to be used by the Campus Community to apply for a UWindsor Purchasing Card.

Departments’ Name (21 character limit on full name): _____________________________________________________________

Contact Individuals (First Name, Last Name): _________________________________________________________

Contact Individuals’ Business Phone Number: (519) 253- 3000 ext. ____________

Contact Individuals’ E-mail address: ______________________________@uwindsor.ca

UWinID (Used as login ID with CentreSuite): _________________________________

Significant Date: ______________________________ (month/day/year)

You must assign your own significant date. It is required by the Bank for security reasons. It must be a valid DATE (8

digits) and format must be MMDDYEAR (e.g. 12011941).

Reminder: All Cardholders must complete the mandatory online BTA Card Training and Quiz before you can pick up your BTA

Card from the Procurement Office. If the quiz is not completed when you go to pick up your BTA Card, the Purchasing Card

Administrator will not release your new card to you. Training and Quiz can be found at:

https://met.uwindsor.ca/quizzes/purchasing_bta/

Dollar Limits ($)

Monthly Spending Limit: $ 15,000

Card Restrictions

Merchant Category Code (MCC) exclusions for this Purchasing Card will be set up as per University

defaults - refer to Cardholder Information Package.

Department:

_____________________________________________

Please list which account numbers should be linked to your purchasing card. These will be used for

transaction/expense allocation within the Scotia CentreSuite Card Management System. You must

have signing authority on these accounts:

Fund #: _________________________________________________________

Department Account# _____________________________________________

Program Account # ________________________________________________

Project Account # _________________________________________________

Classification Account # ____________________________________________

DEPARTMENT APPROVAL OF APPLICATION

Your signature below indicates approval of the form and confirms that all information is accurate. The form must be signed

with written signature or official digital signature

Contact Individual Approval Signature: _______________________________________________

Contact Approval Name (Please Print): _______________________________________________

Department Approval Signature: ____________________________________________________

Department Approval Name (Please Print): ____________________________________________

Approver Title: ____________________________ Phone Ext. ____________________________

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UNIVERSITY OF WINDSOR

BTA Card Agreement – EMPLOYEES

(to be signed upon card issuance)

My signature indicates that I have completed the mandatory online BTA Card Training and Quiz, and that I

agree to adhere to the policies and procedures established for the program.

Cardholder Signature: ______________________________ Date: _____________________

Cardholder Name (please print): ____________________________________________________

Purchasing Services Use Only:

Date Card Was Requested: __________________________________________________________

Scotia Confirmation Number: __________________________________________________________

Date Card Received from Scotia: __________________________________________________________

Date Cardholder Completed the Online Quiz: ______________________________________________

Date Cardholder Picked up Card: __________________________________________________________

Purchasing Card Administrator Signature: ___________________________________________________

Procurement Manager Signature: _________________________________________________________

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Purchasing PO13

BTA Card Change Request Form

This form is used by BTA Cardholders to request a change in their BTA Card balance limit, to remove or add MCC code

restrictions, and to cancel the card should they no longer need it.

Cardholder Information:

Full Name: ______________________________________________________________

Last 4 digits of BTA Card # ______________

Change Request:

Date of Request: ____________________

Current Monthly Limit: $15,000

Requested Monthly Limit: _______________

Explanation for the Increase: _________________________________________________

_________________________________________________________________________

Is this above request a permanent request or a temporary Request?

☐ Permanent

☐ Temporary

If the request is permanent, please explain why:

__________________________________________________________________________

Cancelling a BTA Card:

Request to Cancel BTA Card? Yes ☐ No ☐

BTA Card receipts and statements are kept with Office Administrator for Auditors: ☐ Yes ☐ No

Change Request Approval:

Your approval of the form and confirms that all information is accurate. Approval must either be with written

signature of official digital signature.

Cardholder: ______________________________________________ Date: _____________

Department Head/Dean: ___________________________________ Date: _____________

Procurement Office Approval:

Purchasing Card Administrator: ________________________________ Date: ___________

Procurement Manager: _______________________________________ Date: ___________

Administrator Notes: _________________________________________________________

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Uofw Bta Cardholder Info Package Final 2020-03-05 (University of Windsor)

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