Updated2020‐03‐05
BUSINESSTRAVELACCOUNT(BTA)PROGRAM
SCOTIABANKVISA
CARDHOLDERINFORMATIONPACKAGE

1
BUSINESSTRAVELACCOUNT(BTA)PROGRAM
SCOTIABANKVISACARDHOLDERINFORMATIONPACKAGE
TableofContents
1. PURPOSE&DESCRIPTIONOFPROGRAM2
2. RESTRICTIONS2
3. REPORTINGANDUSAGEFORUNIVERSITYPURPOSES 2
4. HOWTOARRANGEFORABTAACCOUNTNUMBER3
5. PROCESSINGANDPAYMENTOFCREDITCARDTRANSACTIONS 3
6. RECONCILIATION,RECORDRETENTION&APPROVAL4
7. BTACARDAUDITANDVOILATIONS4
8. APPLYINGFORABTACARD5
9. UNIVERSITYOFWINDSORBTACARDAPPLICATION6
10. UNIVERSITYOFWINDSORBTACARDCHANGEREQUESTFORM 7
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2
GuidelinesfortheBusinessTravelAccountCreditCardProgram
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.

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forreservinghotelrooms.Seemoredetailunder
“Restrictions”below.
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.
3. REPORTINGANDUSAGEFORUNIVERSITYPURPOSES:
The U of W Travel Policy applies to all University travel relatedexpenditures.TheFinance
departmentisresponsiblefor 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:
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.
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
3
attached to their Travel Expense Reimbursement Form (i.e. the airfarereceipt).This
expenseshould bereportedin the TravelExpense reimbursementformin the section
called"pre‐travelrelatedexpensesreimbursedpriortothisclaim".
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
rd
party’stravelexpenseform
reimbursingthat3
rd
partyfortheirotherexpenses.
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.
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.
5. PROCESSINGANDPAYMENTOFCREDIT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.
6. RECONCILIATION,RECORDRETENTION&APPROVAL:
4
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:
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.
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.
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authorizationabovethecardholder)onthe
accountbeingcharged.
7. BTACARDHOLDERAUDITANDVOILATIONS:
The Finance and/or Internal Audit department will periodically conduct BTA Card reviews to
ensurethatallpoliciesandproceduresoutlinedinthisUniversityBTACardGuidelinesarebeing
followed.BTACardviolationnoticeswillbeissuedforthefollowing:
Missingone‐upsignaturesonstatements.
Missinginvoicesorsupportingdocumentation.
Othernon‐complianttransactions.
Level1ViolationNotification:ALevel1notificationwillbeissuedtonotifyacardholderandthe
one‐upsigningauthorityonthecard,thefirsttimeaviolationisidentifiedasaremindertorefer
totheBTACardGuidelines.
Level2ViolationNotification:ALevel2notificationwillbeissuedtothecardholderandtheone‐
upsigningauthority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.
Level 3 Violation Notification: A Level 3 violation, to the cardholder and the one‐up signing
authorityonthecard,tonotify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
5
temporarilyuntil,theunderlyingissuesareresolved.Thisviolationnoticecouldresultinpossible
revocationofthecard.
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.
BTACardChangeRequestForm:
IfatanypointintimeacardholderrequiresachangetothePurchasingCardinformation,theBTA
CardChangeRequestFormmustbecompletedandsubmittedtoPurchasingforapproval,before
thechangecantakeplace.Theformmustbesignedbytheoneup signing authority for the
purchasingcard.Theformmaybesubmittedby
e‐mailorinperson.
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

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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