1. The State of California
Department of General Services CAL-Card Program
Cardholder Guide Presentation
U.S. Bank I.M.P.A.C. Government Services

2. CAL-Card Program Each cycle generates a “stand alone invoice”
Unpaid amounts do not roll forward to the next month’s Cardholder Statement, Approving Official Summary or Invoice
CAL-Card is paid from the monthly invoice, R060, not from the Cardholder Statement
Read slide
Monthly invoice shows the debits and credits posted during the thirty day cycle
Monthly invoice aging report, F110, Invoice Status Report, identifies any open or outstanding invoice balances

3. Transaction Flow Cardholder Merchant Merchant’s Bank Visa U.S Bank
Talk about the transaction flow process through to the Statement of Account, the R090 and the R060
Cardholder Statement
Approving Official
Account (RO90)
Invoice (RO60)

4. Billing Office prepares payment to U.S. Bank Statement of Account
U. S. Bank sends the Cardholder Statement of Account, R090 and R060 reports
R060
Financial Summary
(Invoice)
Billing Office prepares payment to U.S. Bank
Statement of Account
Cardholder
forwards to A/O
R090
Financial
Summary
Approving Official forwards to B/O

5. General Information
The CAL-Card is embossed with your name, sent to your agency’s address
There will be no credit check of your personal credit history, it is an agency purchase card in your name
The CAL-Card is a payment mechanism not a procurement method
The payment terms are 45 days, late payment interest penalty begins on the 46th day for any open, undisputed balance
The Cardholder is responsible for handling returns and exchanges in a timely manner
The Cardholder is responsible for reconciling and approving the monthly Statement of Account and forwarding it to the Approving Official in a timely manner [by agency established policy (10th of the month)]
Read slide.
Stress payment mechanism
Must follow agency established policy/procedures for purchasing
No personal information – all based on agency solvency
Note that the presentation will review MCCs, billing documents and key management reports later in presentation

6. General Information Continued
Items prohibited by Contract , as well as your agency spending limits and purchase restrictions still apply
The CAL-Card is prohibited for personal use
The CAL-Card cannot be used as a group card, the Cardholder is responsible for all transactions
The Cardholder should call U.S. Bank Customer Service
to request a duplicate copy if your statement is not received within 10 business days from the cycle date
The Cardholder is required to immediately notify [U.S. Bank], their Approving Official, Agency Program Coordinator and the Sub APC, if a CAL-Card is lost, stolen, or if the card is worn and needs to be replaced
Read slide title
_________________________________________________________________

7. The Cardholder (C/H)
Should have knowledge of agency/CAL-Card policies and procedures for purchasing
Acts as a purchasing agent
Receives and reconciles receipts to monthly Cardholder Statement of Account and forwards to the Approving Official
Authorizes payment and/or use of credits in a timely manner
Promptly reports fraud and disputes within 60 days of cycle date and monitors through to closure
Initiates disputes, completes and faxes dispute form (CSQI) to U. S. Bank
Read slide
C/H must be familiar with agency purchasing processes and policy. Recommend that C/H must have reconciled and approved SOA to A/O by specific date, 10th of the month. C/H has 60 days from cycle date to dispute or report suspected fraud or dispute and/or fraud rights are lost. Keep fax confirmation sheets for all communications regard dispute or fraud and take the name of the U.S. Bank contacts when report a dispute or a fraud. Dispute rights and fraud protection will be lost if and to U.S. Bank, if Cardholders does not respond to written communications or phone calls from U.S. Bank relating to reported disputes or fraud reports

8. Receipt of CAL-Card and Activation
The Cardholder should immediately acknowledge receipt of your CAL-Card by following the instructions enclosed. There is also additional account information enclosed with your card that you will need when activating – maintain this information in a secure location
An Interactive Voice Response (IVR) system, requiring the use of a touch-tone telephone, will instruct you through the account activation process
Cardholders whose accounts have not been activated shortly after the CAL-Card is issued will receive a reminder letter. Their CAL-Card may be temporarily blocked from use until the account is activated
Ask if anyone continues to use Petty Cash Boxes?
Confirm that petty cash boxes are a lot of administrative work.
CAL-Card eliminate the need for petty cash.
CAL-Card purchase cards can be controlled and issued as needed by the Cardholder.
Remember CAL-Card is issued in the name of the Cardholder not be be used as a “Group” card.

9. Declines, Referrals and Approvals
Occasionally, a transaction may be declined at the merchant location. The merchant is not provided a reason via electronic terminal display. The only information provided is the decline message, or perhaps a request for the merchant to gather additional Cardholder identification. In the latter case, the message is called a referral inquiry. When this happens, consider the following:
Did the transaction exceed your 30-day Limit or the Office Limit of your Approving Official?
Are you authorized by your agency to make purchases at this type of supplier?
Has the supplier used the correct expiration date of your account?
Your responses to the prior questions will allow your
Agency Program Coordinator to better assist you in
resolving the referral
Read slide
Note that detailed information on the prompt payment rebate and the training opportunities will be covered later in the workshop

10. Declines, Referrals and Approvals (Continued)
Once your purchase is totaled, the merchant will complete a sales draft that includes the following:
Your card number and expiration date
The date and amount of purchase
A brief description of item(s) purchased
The merchant name and identification number
Before signing any sales draft, verify that the information, especially the dollar amount, is correct. You will be given one copy of the signed sales draft. This copy should be kept with any additional back-up paperwork to reconcile against your Statement of Account
Read slide

11. Declines, Referrals and Approvals (Continued)
Any changes to your account limits or merchant categories must be approved and requested by your Approving Official to your Agency Program Coordinator then to U.S. Bank
After 24 hours, you may also call (800) for automated information regarding your 30-day, single purchase limit or Merchant Category Code (“blocks”) or press ** to speak to a Customer Service representative for more decline information

12. Purchase Transaction Types
Phone
Mail
Walk-in purchases
Internet – Remember to do a screen print
Remember all transactions need an itemized
receipt
Read slide

13. Contract Excluded Transactions
Review slide – Represents contract “Excluded Transactions or Merchant Category Codes” which will automatically decline if purchase by a CAL-Card is attempted.

14. Freight
Freight is not disputable unless freight charges are received in writing and approved prior to completing transaction
For State Agencies :
The State Controller will not pay freight charges without a detailed freight invoice from the vendor for charges over $50.00 or prior approval from DGS Traffic Management for freight charges over $300.00
Read slide:
Here are some important tips specifically related to internet purchases.
Stress when Cardholders are making internet purchases to only use secure sites beginning with “https”.
Print the invoice from the screen while placing the order, some internet merchants will not send an itemized invoice
Confirm shipping costs in writing
STOP the order if merchant will not confirm shipping costs
We suggest that this information be included in the Cardholder written procedures

15. Sample Forms and Reports
Cardholder Statement of Account
Disputes and Cardholder Statement of Questioned Item
F108 - Cardholder Dispute Status Report
Lost/Missing Receipt Request
Purchase Log
Stress the use of C.A.R.E. for maintenance, report delivery and prompt access to billing documents with in three business days from the cycle date. Share that hard copies are mailed after the third business from the cycle date. Adding the time for mail delivery, hard copies can take ten business days or more to arrive.
U. S. Bank offers C.A.R.E. quarterly, hands-on PC classroom training available at rotating locations throughout the state. In addition, C.A.R.E. has a self-paced a web based training program. Training schedules will be reviewed at the end of the workshop during the booklet review as well as the web address for accessing the web based training.

16. Cardholder Statement of Account
Lists all transactions or credits posted within the billing cycle
Mailed to the Cardholder within ten business days of billing cycle date
The Cardholder:
Matches receipts to charges
Responsible for disputing charges
Responsible for identifying and reporting suspected fraud
Approves charges for timely payment
If there were no transactions during the billing cycle the Cardholder will not receive a Statement of Account
Read slide

17. Cardholder Statement of Account
Review the elements of the SOA
Stress seriousness of the certification statement. By signing the SOA, the C/H and A/O are certifying the goods or services have been received at the agreed upon price and that all purchases were for official business.

18. INSTRUCTIONS FOR DISPUTING A SALES TRANSACTION 1
INSTRUCTIONS FOR DISPUTING A SALES TRANSACTION 1. Attempt to resolve the dispute with the vendor. 2. Complete the Cardholder Statement of Questioned item form. This form is available from your Approving Official or Agency Program Coordinator. 3. Pay particular attention to: describing the attempted vendor resolution signing the form providing your day time telephone number including area code attaching any supporting documentation such as credit vouchers, return shipping documents such as postal receipts or UPS receipts, etc 4. Return the original form to: I.M.P.A.C. Government Services P.O. Box Fargo, ND The Statement of Questioned Item must be returned to l.M.P.A.C. Government Services promptly after the statement date on which the transaction appeared In order to preserve your rights to dispute the transaction. 6. Retain a copy for your files and forward a copy with your Certified Statement of Account to your Approving Official or other routing as indicated by your office's internal procedures. If you have any questions concerning disputing a transaction, you are encouraged to call l.M.P.A.C. Customer Service at so that we might assist you.
Back of SOA.
This slide is a replica of the reverse side of the SOA which provides instructions for disputing a charge. By having this information on the reverse side of the SOA, the C/H will always have these instructions readily available.

19. Cardholder Statement of Questioned Item (CSQI)
CSQI form is used to dispute a transaction and suspends the disputed amount until resolved
Disputes must be processed within 60 days from Cardholder Statement of Account date or dispute rights are lost
Cardholder is responsible for completing and faxing CSQI to U.S. Bank (retain fax confirmation with CSQI)
A copy of the CSQI and fax confirmation is attached to the approved Cardholder Statement of Account
Cardholder must promptly respond to any inquiries from U.S. Bank or dispute rights are lost
Billing Office should include a copy of the CSQI with a Notice of Invoice Adjustment form and payment
If the CSQI is used to request a duplicate copy of a receipt - DO NOT WITHHOLD PAYMENT
Read slide
By disputing a charge US Bank will suspend agency responsibility for payment until dispute can be investigated and resolved in either of credit or determined due and payable by providing proof of delivery by signature. If the C/H still does not agree the proof form allows for a new dispute to be processed by completing the forms included with the proof of signature delivery. May be a signature, but not the C/H?? Once a dispute is resolved the credit or payment must be applied within 45 days.

20. Cardholder Statement of Questioned Item
Go through the elements of the CSQI form noting that all of the information at the top is completed by the C/H and taken from the SOA.
Remind them #8 is the way to request a duplicate copy of a receipt and not a valid reason to withhold payment. U.S. Bank with go through Visa to request that the merchant provide a duplicate receipt. Depending on the merchants records the C/H may not be able to obtain a complete itemized copy of the original charge. It may be that they are only able to provide a total and a signature confirmation.
Participating agencies are encouraged to have a lost receipt policy with written guidelines for the C/H to follow to ensure payments are made without incurring late payment penalties.

21. F108 Cardholder Disputed Transaction Report
Sent to the Cardholder within 7 – 10 business days, listing any pending and recently resolved disputed and fraudulent transactions
If F108 is not received within 7 – 10 business days, contact U.S. Bank, Customer Service,
to confirm receipt of CSQI
Resolved dispute and fraud information includes:
Status and resolution date
Identifies system letter sent to the Cardholder
New due date for payment or credit to be applied
Read the slide
This report is sent to the C/H.

22. F108 Cardholder Disputed Transaction Report
Review elements of the report.

23. Missing Receipts
It is recommended that agencies develop a missing receipt procedure and form
The Cardholder should immediately contact the merchant to request a duplicate receipt. If an itemized duplicate receipt cannot be obtained from the merchant within the Cardholder’s Statement of Account processing due date, the Cardholder should complete a missing receipt form and include it with the approved Statement of Account package.
If the merchant is unable to supply an itemized duplicate receipt, the Cardholder should also complete a CSQI form to request a duplicate copy through U.S. Bank.
When the duplicate copy arrives the Cardholder should forward the copy to the Billing Office with instructions to attach it to the Cardholder Statement of Account for the month in which the charge originally occurred.
Note: DO NOT WITHHOLD PAYMENT from U.S. BANK for the missing receipt amount.
Read slide.
Remember a lost receipt is not a valid reason to withhold payment from U.S. Bank.
Make sure your agency policy and procedures provides guidelines to process lost receipt payments for received goods and services. Following this slide is a sample lost receipt form. You may already have a procedure in place for lost receipts with Travel/Expense Claims which you may want to incorporate into your purchase card program policy and procedures.

24. This is a sample of one agency’s Missing Receipt Form.
MISSING RECEIPT FORM Sample Form
Cardholder/Approving Official must fill out form below:
Date of Purchase/
Service _______________________
Vendor Name _________________________________________________
Description of
Purchase _________________________________________________
_________________________________________________
Quantity Purchased _______________________
Dollar Amount _______________________
Steps taken to obtain
Duplicate copy _________________________________________________
Reason you were unable
To obtain receipt/invoice_________________________________________________
Date______________
Cardholder Signature___________________________________
Approving Official Signature_____________________________
This is a sample of one agency’s Missing Receipt Form.

25. Purchase Log
It is suggested that participating agency’s create a a purchase log to be used for the following:
Track each expenditure
Track single and monthly limits
Track Prior approval (if needed)
Reportable spends (i.e. Small business, Recycle etc.)
Read slide
C/H must be familiar with agency purchasing processes and policy. Recommend that C/H must have reconciled and approved SOA to A/O by specific date, 10th of the month. C/H has 60 days from cycle date to dispute or report suspected fraud or dispute and/or fraud rights are lost. Keep fax confirmation sheets for all communications regard dispute or fraud and take the name of the U.S. Bank contacts when report a dispute or a fraud. Dispute rights and fraud protection will be lost if and to U.S. Bank, if Cardholders does not respond to written communications or phone calls from U.S. Bank relating to reported disputes or fraud reports

26. Sample Form
This is a sample of log, not a CAL-Card standard form, used by one participating agency to help the C/O track their monthly CAL-Card purchases. A similar log could be developed to record any required information such as budget or org codes, purchases with small businesses, identifying a commodity or service purchase or a recycled product purchase. Any required information can be recorded before or after the C/O makes the transaction, including prior approval signatures.

27. Cardholder Payment Process
Cardholder Statement of Account
Match each charge on the Statement of Account against your transaction receipts and attach receipts and all back-up (as required) in same sequence as the charges appear on the Statement of Account
Approve payment by signing and dating Statement of Account
Submit to Approving Official for review and approval
All duplicated copies of the Statement of Account must include dated signatures
Read slide

28. Payment Terms Requires payment to be made within
U. S. Bank I.M.P.A.C.
GOVT SERVICES
Requires payment to be made within
45 days of invoice (R060) date.
U.S. Bank posts payments based on the date of the check
Payment options include:
Check
Electronic fund transfer (EFT) via Automated Clearing House (ACH) EDI
Read slide

29. Interest Penalty
Interest penalty is based on the State Prompt Payment Act which is announced annually.
Penalty calculation begins on the 46th day from the invoice cycle date.
Read slide
Note that late payment interest penalty rate is announced annually by the State Department of Finance upon passage of the state budget. The interest rate is announced in writing by a “Budget Letter.” Participating APC and B/O are sent copies of the budget letter and the current Budget Letter is always posted on the CAL-Card web page. The web page address is provided in the handouts which will be reviewed at the end of the workshop.
Total Amount Past Due times Number of Days Past Due times Interest Rate ( 3.256%) divided by = Late Payment Interest Amount. An interest penalty less than $75.00 per invoice is forgiven.
NOTE: Agencies are responsible for calculating interest. The interest penalty amounts shown on the F110 are estimated only.

30. CAL-Card Rebate Program
Prompt Payment Rebate can be earned thru the 40th day from date of invoice.
Invoices paid in full minus any formal disputes qualify for prompt payment rebate.
Rebate is based on a sliding scale of basis points.
The rebate check is mailed quarterly to your Agency Program Coordinator.
Rebate must reach a minimum of $75.00 quarterly or be accrued every quarter to be reimbursed a minimum of once annually.
Read slide

31. Amount of invoice x percentage = rebate*
Prompt Payment Rebate
Check Date from Invoice Date Basis Points
1 to 7 days (0.62%)
8 to 12 days (0.48%)
13 to 16 days (0.41%)
17 to 20 days (0.35%)
21 to 24 days (0.28%)
25 to 28 days (0.22%)
29 to 32 days (0.15%)
33 to 36 days (0.09%)
37 to 40 days (0.02%)
Review slide and calculation to project rebate revenue.
Amount of invoice x percentage = rebate*
* To obtain information regarding your quarterly rebate amount send
a request to:

32. Dispute
It is the Cardholder’s responsibility to immediately attempt to resolve questionable charges with the merchant. When that is not possible, the Cardholder must formally dispute any questionable charges documenting merchant contact names, dates, phone numbers, etc. within 60 days of statement date, or dispute rights are lost... When that is not possible…
Complete the Cardholder Statement of Questioned Item (CSQI), form and fax/mail with all documentation to U.S. Bank
Attach copies of CSQI, fax confirmation and documentation to Statement of Account
Set up a pending dispute file, noting dates and names as needed and track all disputes through to closure
U.S. Bank will send Cardholder an F108 Report confirming receipt of CSQI within 10 business days. If the Cardholder does not receive confirmation the Cardholder will need to resubmit
Read slide
NIA stand for Notice of Invoice Adjustment. This form is completed by the Billing Office and accompanies any adjusted invoice payment. The NIA is not mandatory, but your remittance advice should include all of the information elements as noted on the NIA form to ensure your payments are posted correctly.

33. The Dispute Process How to make it work!
Following we will review the dispute process and the required documentation.

34. $710.58 Gary Hefner Sherry Anderson Month A
C/H disputes duplicate charge, deducts amount and adjusts total to be paid.
Acct.#
Date: 4/22/99
APPROVING OFFICIAL:
Sherry Anderson
$710.58
C/H is withholding payment on the duplicate charge. Completes a CSQI and annotates adjustments to the SOA and the total amount to be paid as shown.
Review the adjustments.
C/H should set up a pending file for all disputes to track disputes through to closure.
DUPLICATE CHARGE, DEDUCT FROM PAYMENT, DISPUTE CHARGE, CSQI SENT, 5/3
Gary Hefner
Sherry Anderson
5/3/99
5/6/99

35. C/H completes CSQI and submits to U.S. Bank
GARY HEFNER
Gary Hefner
05/03/99
`64516
4/10/99
Office Products $
4/22/99
03/10/99
Month A
C/H completes CSQI and submits to U.S. Bank
Review CSQI, completed and signed by the C/H then fax to U.S. Bank. Fax number shown at bottom of the form.
C/H should keep the fax transmittal confirmation sheet to confirm and prove CSQI was sent.
C/H will receive a F108 report acknowledging receipt of CSQI. If the F108 is not received within 10 working day they should resend CSQI with original Fax confirmation, keeping the second Fax confirmation sheet.
Remember disputes must be received by U.S. Bank within 60 days from the cycle date or dispute rights are lost.

36. U.S. Bank notified C/H dispute received and pending.
Month B
U.S. Bank notified C/H dispute received and pending.
F108 Cardholder Disputed Transaction Report
Month B, F108 sent to the C/H acknowledge receipt of dispute and indicates payment is pending.

37. Apply Credit to resolved dispute from 4/22/99 invoice.
Month C - C/H receives and approves credit to be applied to April invoice and adjusts total for payment.
Acct.#
Date: 06/22/99
Approving Official:
Sherry Anderson
$2,435.21
Credit now received for duplicate charge. Go through annotations and instructions to apply the credit to previous withheld SOA.
Pending file for this dispute can be closed.
Apply Credit to resolved dispute from 4/22/99 invoice.
Gary Hefner
Sherry Anderson
7/3/99
7/6/99

38. C/H notified by U.S. Bank that dispute is resolved and credit issued.
F108 Cardholder Disputed Transaction Report
06/15/99
06/22/99
Month C F108 sent to the C/H notifying them that the disputed amount has been resolved in a credit.
Month C
C/H notified by U.S. Bank that dispute is resolved and credit issued.

39. Dispute (Continued)
When a credit is issued or a dispute is resolved as “due and payable”, the Cardholder must write/certify on their Statement of Account giving instructions to Approving Official/Billing Officer to either apply the credit or pay the amount on the Statement of Account where the charge originally appeared
Read slide
The APC is the most critical role and must have ultimate responsibility/authority for your CAL-Card Program and have complete support by top management.
Also strongly recommend that agency have alternate APC

40. F108 Cardholder Disputed Transaction Report
Month C Sample of a Resolved dispute that is due and payable.
Month C Resolved, due and payable

41. Gary Hefner June 15, 1999 Sherry Anderson June 19, 1999 $710.58
Copy of the Statement of Account where the disputed charge first appeared.
Acct.#
Date: 4/22/99
APPROVING OFFICIAL:
Sherry Anderson
OK to Pay this amount.
Originally disputed as duplicate charge.
Gary Hefner June 15, 1999
Sherry Anderson June 19, 1999
$710.58
Sample of how the previously disputed SOA can now be used to allow a payment. Review the ”gold box” with new instructions and dated signatures instructing payment can now be made.
DUPLICATE CHARGE, DEDUCT FROM PAYMENT, DISPUTE CHARGE, CSQI SENT, 5/3
Gary Hefner
Sherry Anderson
5/3/99
5/6/99

42. Fraud/Suspected Fraud Transaction Procedure
Do not dispute or complete a CSQI form for suspected fraud
Contact U.S. Bank Customer Service at (press ** after dialing the # to get an operator). Customer Service will help you determine if the charge is fraudulent and will forward you to the Fraud Unit. The Cardholder should document the calls with the names of all U.S. Bank staff handling the fraud case
If charges are determined fraudulent, Customer Service will close the account, all charges will be moved to a new account and a new card will be issued
The Fraud Unit will issue credits to clear fraud charges
The Cardholder should monitor their Statement of Account for any trailing fraud charges and to verify the Fraud Unit has issued credits to clear all reported fraud charges
Read slide

43. Fraud/Suspected Fraud Transaction Procedure
U.S. Bank’s Fraud Prevention Unit continually monitors accounts and transactions to prevent and halt fraud activity. If fraud activity is suspected, U.S. Bank Fraud Prevention Unity may contact Cardholders by telephone to inform them about the use (or attempted use) of their purchase card in a fraudulent manner
Cardholders can help to prevent fraud by carefully reviewing their Statement of Account. If the Cardholder discovers a fraudulent transaction, the Cardholder should immediately report suspected fraud to U.S. Bank Fraud Prevention Unit
U.S. Bank will work with the Cardholder to confirm the validity of a suspected fraud transaction. An affidavit may be mailed to the Cardholder. It must be signed and returned. It may also be necessary to close the current account to prevent additional fraud activity. To help with the investigation (U.S. Bank) may also request that the Cardholder cut up the plastic card and return it to the Fraud Prevention Unit
Read slide
Note that monthly SOA/R090/R060 and monthly reports require review and approval every 30 days by all players.

44. Fraud/Suspected Fraud Transaction Procedure, cont’d
IMPORTANT: The Cardholder must also immediately
inform their Agency Program Coordinator and their
Approving Official whenever fraud is reported to
U.S. Bank. The Cardholder will need to provide the
following information:
The date and dollar amount of the fraudulent transaction(s)
The date the Cardholder first contacted, or was contacted by U.S. Bank regarding the fraud
The account number on which the fraud has been detected
The name of the U.S. Bank Fraud representative investigating the account
The new account number (if established)
The Cardholder should reconcile their Statement of Account by circling any suspected fraud transaction amount(s) and writing “fraud” next to the item(s)
Deduct the fraudulent charges from the total amount owed and process the statement as required by agency policy
DO NOT PREPARE OR SUBMIT A CARDHOLDER STATEMENT OF
QUESTIONED ITEM FOR FRAUDULENT TRANSACTIONS
Read through slide

45. Fraud Protection
Fraud must be reported to U.S. Bank Customer Service at , within 60 days from Cardholder Statement of Account date.
Third party fraud - non employee
Zero deductible
Zero liability
Fraud committed by an employee
VISA Liability Waiver Coverage - if employee
is terminated
1 - 4 cards $5,000 – per card
5 + cards $100,000 – per card
Read Slide
Invoking Visa Liability Waiver Program coverage is an option and a decision left to each participating agency.

46. Lost or Stolen Card
Immediately notify U.S. Bank Customer Service and your Agency Program Coordinator if your card has been lost or stolen. U.S. Bank Customer Service can be reached at
After notifying U.S. Bank Customer Service, provide the following information to your Agency Program Coordinator:
Your complete name, the card number, the date the loss or theft occurred, the date U.S. Bank was notified, and any purchase(s) made the day the card was lost or stolen
If you are assigned a new account and account number. A new CAL-Card will be mailed to you within two (2) business days from the time you reported the loss or theft to U.S. Bank Customer Service
Review slide – Represents contract “Excluded Transactions or Merchant Category Codes” which will automatically decline if purchase by a CAL-Card is attempted.

47. Suspension
Prompt forwarding of your Statement of Account to the Approving Official is an essential part of the process of allowing your agency to make a timely payment
In the event prompt payment is not made to U.S. Bank, the agency is required to pay interest penalties and my be subject to suspension action, possibly leading up to account cancellations
Invoice collection procedures include outstanding balance notifications, telephone calls from U.S. Bank and/or Department of General Services, CAL-Card Program Administrators to the Agency Program Coordinator and possible closure of agency and Cardholder accounts for non-payment
Read slide

48. What can the CAL-Card replace?
Purchase Orders
No longer restricted to businesses that accept
Travel Expense Claims
Local agencies only
Petty Cash
Payment mechanism for Service Orders, Contracts and Purchase Orders
Ask if anyone continues to use Petty Cash Boxes?
Confirm that petty cash boxes are a lot of administrative work.
CAL-Card eliminate the need for petty cash.
CAL-Card purchase cards can be controlled and issued as needed by the Cardholder.
Remember CAL-Card is issued in the name of the Cardholder not be be used as a “Group” card.

49. CAL-Card Advantages
Expanded supplier base – honored where ever VISA is accepted
No minimum card count or spend
Suppliers are paid promptly - within 2 to 3 days
Eliminates multiple checks, one monthly check
to U.S. Bank
Billing options:
Standard cycle date is the 22nd of each month
or agencies may choose any date from the
3rd to 27th of each month
Option for multiple billing cycle dates
Multiple billing level options - separate invoices
for different divisions within the agency
Read slide

50. More CAL-Card Advantages
Prompt Payment Rebate
Payment due 45 days from invoice date
VISA dispute, fraud and Waiver Liability protection
Quarterly User Group Meetings
Training and support tools provided at no cost
C.A.R.E. – Free U.S. Bank web based program for CAL-Card Program management
Read slide
Note that detailed information on the prompt payment rebate and the training opportunities will be covered later in the workshop

51. More CAL-Card Advantages
Improved access and opportunities to save $$ for the purchase of goods and services:
Additional 1% discount on state office supply MA
Walk-in purchases
Telephone
Internet – (Tip: Print itemized order.)
Obtain goods and services when needed
Controls - dollar limits and Merchant Activity Type (MAT) restrictions
Cost free program with the exception of late fees
No membership or administrative fees
Read slide:
Here are some important tips specifically related to internet purchases.
Stress when Cardholders are making internet purchases to only use secure sites beginning with “https”.
Print the invoice from the screen while placing the order, some internet merchants will not send an itemized invoice
Confirm shipping costs in writing
STOP the order if merchant will not confirm shipping costs
We suggest that this information be included in the Cardholder written procedures

52. Where to get more information
For Agency Specific Contact your Agency Program Coordinator
Log on to the CAL-Card website at for Contract terms and/or information on training schedules, contact information, guidebooks, FAQ and more.
For account Specific contact U.S. Bank Customer Service at:
Read slide
By disputing a charge US Bank will suspend agency responsibility for payment until dispute can be investigated and resolved in either of credit or determined due and payable by providing proof of delivery by signature. If the C/H still does not agree the proof form allows for a new dispute to be processed by completing the forms included with the proof of signature delivery. May be a signature, but not the C/H?? Once a dispute is resolved the credit or payment must be applied within 45 days.