Travel Card Training Statewide Accounting and Reporting Services April 12, 2007

Agency Responsibilities Agency Responsibilities Upcoming Travel Card Policy Change Upcoming Travel Card Policy Change Azumano Travel – CTS Accounts Azumano Travel – CTS Accounts Travel Card Program Statistics Travel Card Program Statistics Performance Rebate Performance Rebate Forms of Payment Forms of Payment Travel Card Insurance Travel Card Insurance Access Online Demonstration Access Online Demonstration Agenda

Introductions Christina Maples, Christina Maples, Statewide Travel Card Coordinator Statewide Travel Card Coordinator Program monitoring and support Program monitoring and support Reinstatement of accounts Reinstatement of accounts Primary contact for Agency Travel Card Coordinators (liaison) Primary contact for Agency Travel Card Coordinators (liaison) Policy maintenance and interpretation Policy maintenance and interpretation Training and communication Training and communication

Introductions (cont.) Kevin Noren, US Bank Kevin Noren, US Bank Provide strategic level account support Provide strategic level account support Establish new agency accounts Establish new agency accounts Manage rebate analysis Manage rebate analysis Not a contact for day-to-day questions Not a contact for day-to-day questions

Introductions (cont.) Tony Fuerte, Azumano Travel Tony Fuerte, Azumano Travel CTS Account discrepancy first contact CTS Account discrepancy first contact Frontline policy adherence Frontline policy adherence I-Bank setup I-Bank setup General help General help

Travel Card Program  Sponsored by the State, but not a State liability card  Personal liability card  Program managed by State Controller’s Division, SARS  Corporate card provider is US Bank  Available to state employees who travel, subject to US Bank credit standards

Corporate Travel Card Program  Program includes:  Individual personal liability travel cards  CTS accounts (ghost accounts) paid by state agencies

Use of Personal Credit Card  OAM Policy GSPC Advisory Opinion 01A-1006 GSPC Advisory Opinion 01A-1006  Provision regarding travel awards earned from the use of a personal credit card while on official state business travel

Agency Management Responsibilities OAM Assign an Agency Travel Card Coordinator Assign an Agency Travel Card Coordinator Evaluate need for travel cards Evaluate need for travel cards Approve travel card applications Approve travel card applications Take corrective action for delinquency, misuse, or abuse of the travel card Take corrective action for delinquency, misuse, or abuse of the travel card

Cardholder Responsibilities OAM Use travel card only for official state business travel Use travel card only for official state business travel Pay account balance each month Pay account balance each month Report lost or stolen cards to US Bank Report lost or stolen cards to US Bank Adhere to provisions of Corporate Travel Card Agreement Adhere to provisions of Corporate Travel Card Agreement

Agency Coordinator Responsibilities OAM Review and process applications; lower credit limit, if needed Review and process applications; lower credit limit, if needed Communicate with cardholders-A/P Staff Communicate with cardholders-A/P Staff Cancel cards not needed Cancel cards not needed Destroy cancelled cards Destroy cancelled cards Review reports through Access Online Review reports through Access Online

Access Online Reports Account List Report Account List Report –Review for accuracy –Monitor for cardholders who have retired, transferred or terminated –Review for no activity in past six months; request voluntary (V9) cancellation –Cancel and destroy cards not needed

Access Online Reports Transaction Detail Report Transaction Detail Report –Review for purchases that do not appear to be travel related –Review for unusually large dollar amounts –Review for frequent ATM activity –Bring concerns to the attention of either the cardholder or agency management

Access Online Reports Account Suspension Report Account Suspension Report –Review for delinquent balances and notify cardholder of past due status –Report balances older than 60 days to cardholder’s supervisor –If account has been suspended or cancelled, the cardholder’s supervisor is required to take appropriate action

Sample It has come to my attention that your corporate travel card account with US Bank is currently past due. In order to adhere to State policy (OAM PO) it is important that you pay the past due balance on your account as soon as possible. I would appreciate your prompt attention to this matter.

Important Reminder Account information in Access Online is considered confidential and should be handled accordingly Account information in Access Online is considered confidential and should be handled accordingly –Limit access to employees charged with the responsibility to monitor accounts –Revoke access timely when duties change –Properly secure printed reports

Number of Active Accounts

Upcoming Policy Change OAM PO OAM PO The 60 day cancellation policy The 60 day cancellation policy will be changed to 90 days will be changed to 90 days effective May 1, effective May 1, days past due: suspended 60 days past due: suspended 90 days past due: cancelled 90 days past due: cancelled

Policy Change Timing Policy change is effective May 1, 2007 on a prospective basis Policy change is effective May 1, 2007 on a prospective basis This will not be retroactive This will not be retroactive –Any travel card that was cancelled prior to May 1 under the previous policy (60 days past due) will remain cancelled

Questions?

Azumano Travel Tony Fuerte Tony Fuerte Short paying: Why or why not? Short paying: Why or why not? Paying on time: What could happen? Paying on time: What could happen? Disputing charges: When? Disputing charges: When? Form of payment changes Form of payment changes Future changes with online bookings and some of the problems this can cause on the payment side Future changes with online bookings and some of the problems this can cause on the payment side I-bank report tool: Reconciliation I-bank report tool: Reconciliation

US BANK US BANK Kevin Noren Kevin Noren Program statistics Program statistics Paying on time: Agency rebates Paying on time: Agency rebates Forms of payment Forms of payment Visa insurance Visa insurance Access Online demonstration Access Online demonstration

Program Statistics

Billing Cycle…When is the balance due? Scheduled for the 8 th of each month Scheduled for the 8 th of each month –Exception is weekends and holidays This is a “charge card” not a This is a “charge card” not a “credit card” therefore… “credit card” therefore… FULL ACCOUNT BALANCE is due on the 8 th of the following month. FULL ACCOUNT BALANCE is due on the 8 th of the following month.

Forms of Payment Cardholder accounts Cardholder accounts –Telepay – One-time set up over the phone. Cardholder calls US Bank customer service and authorizes balance to be debited from designated account. –Autopay – One-time set up over the phone. Cardholder authorizes designated account debit on a specific day(s) of each month. –Check – Remind cardholder to submit remittance stub and write full account number of face of check. DO NOT PAY AT A U.S. BANK BRANCHDO NOT PAY AT A U.S. BANK BRANCH

Forms of Payment (cont.) CTS Accounts CTS Accounts –Telepay –Autopay –Check DO NOT PAY AT A U.S. BANK BRANCHDO NOT PAY AT A U.S. BANK BRANCH

Telepay To setup: Call USB Cust. Svc. (800) To setup: Call USB Cust. Svc. (800) To use: Call USB Cust. Svc. (800) To use: Call USB Cust. Svc. (800) –Specify Payment Amount Flexibility and Control Flexibility and Control Cut-off 6:00 p.m. cst M-F (4:00 p.m. pst) Cut-off 6:00 p.m. cst M-F (4:00 p.m. pst) If done before 4:00 p.m. – it will post on the next day If done before 4:00 p.m. – it will post on the next day Closed 6:00 - 6:30 p.m. (4:00 - 4:30 p.m. pst) Closed 6:00 - 6:30 p.m. (4:00 - 4:30 p.m. pst)

Autopay To setup: Call To setup: Call Schedule for a specific day of month. Schedule for a specific day of month. Automatic debit of your balance due. Automatic debit of your balance due. Set it and forget it. Set it and forget it. What about holidays? – Debited on the day before. What about holidays? – Debited on the day before.

Check Account is due and payable by the 8th of each month Account is due and payable by the 8th of each month Reminder…This is a Personal Liability CHARGE CARD not a CREDIT CARD Reminder…This is a Personal Liability CHARGE CARD not a CREDIT CARD –Charge Card: Full balance is due and payable monthly –Credit Card: Usually revolving, partial payments are okay as long as minimum payment is made

VISA Travel Benefits Travel accident insurance – $500,000 Travel accident insurance – $500,000 Primary auto rental insurance – business Primary auto rental insurance – business Secondary lost baggage insurance – offered by US Bank Secondary lost baggage insurance – offered by US Bank Lost luggage locator service Lost luggage locator service Medical and legal assistance Medical and legal assistance

VISA Travel Benefits (cont.) Emergency ticket and cash disbursements Emergency ticket and cash disbursements Pre-trip travel planning assistance Pre-trip travel planning assistance Roadside assistance – VisaTow Roadside assistance – VisaTow Emergency translation service Emergency translation service Emergency message relay service Emergency message relay service Emergency card replacement and lost/stolen card assistance Emergency card replacement and lost/stolen card assistance

VISA Liability Insurance Insures agency against eligible losses incurred through the Visa card through misuse by a terminated employee Insures agency against eligible losses incurred through the Visa card through misuse by a terminated employee Covers up to $100,000 per cardholder Covers up to $100,000 per cardholder

VISA Liability Insurance (cont.) Agency must meet Visa requirements: Agency must meet Visa requirements: –Proof of termination of cardholder –Complete Visa paperwork obtained through US Bank Account Coordinator

VISA Liability Insurance (cont.) Valid on “waivable charges” incurred 75 days prior to termination and 14 days after termination Valid on “waivable charges” incurred 75 days prior to termination and 14 days after termination –“Waivable charges” defined as charges the cardholder was reimbursed for by US Bank that did not benefit the agency

Access Online Reporting Account List (Program Management) Account List (Program Management) –List of all accounts in your agency –Cardholder demographics –Credit limits –Last date of activity

Access Online Reporting Past Due Report (Program Management) Past Due Report (Program Management) –Identifies past due cardholders –Amount past due –Number of days past due Transaction Detail Spend Reports (Financial Management) Transaction Detail Spend Reports (Financial Management) –List of transactions

Functionality Cardholder demographics Cardholder demographics Reporting Reporting Obtain statements Obtain statements View transaction detail View transaction detail …What questions do you have and what would you like to see? …What questions do you have and what would you like to see?

US BANK Access Online Demo

Contacts Karen Williams, Statewide Coordinator Karen Williams, Statewide Coordinator –(503) x227 –(503) FAX James Dulka - US Bank Account Coordinator James Dulka - US Bank Account Coordinator –(612) –(612) FAX

Contacts (cont.) Tony Fuerte - Azumano Travel Tony Fuerte - Azumano Travel –(503) –(503) Fax

US Bank Resources US Bank Customer Service US Bank Customer Service –(800) US Bank Fraud Support US Bank Fraud Support – - Access Online Access Online – Technical Service (for Access Online) Technical Service (for Access Online) –(877)

Travel Card Policy Oregon Accounting Manual OAM Policy PO OAM Policy PO OAM Procedure PR OAM Procedure PR Access policy and procedure on website: Access policy and procedure on website: shtml shtml