1. Procurement One-Card Program
Cardholder Training
Updated 07/13/2017

2. Activate Your Card
Use the last 4 digits of your 700 number even though recording will ask for last 4 digits of your social security number

3. Billing Cycle
Typically runs from the 16th of the month through the 15th of the following month
A Cycle Close Calendar is provided on the Purchasing Department web page
Cardholder limit is refreshed with every new billing cycle

4. This is an individual card, not a department card
This is an individual card, not a department card. Do not share card Information.

5. Report Lost or Stolen Card Immediately
Call
Contact CMU Purchasing Department
Your department is liable for any charges made before card is reported lost or stolen, not to exceed $50.00

6. Purchasing Goods & Services at Colorado Mesa University
Purchases of $5,000 or less
Purchases greater than $5,000
Use your One-Card
Reallocate in Access® Online
Contact purchasing for available options
The One-Card is the preferred method of payment for small dollar purchases. It is cost-effective for the University and provides individuals the ability to purchase directly for their campus departments.

7. Cardholder Responsibilities
Maintaining the security and integrity of the One-Card
US Bank will never you requesting personal or account information
Knowing and following the Code of Ethics published by Colorado Mesa University
Making purchase in compliance with the information set forth in the Procurement Card Program Handbook

8. Cardholder Responsibilities
Making authorized purchases of allowable goods and services for your department
Making sure all purchases are Tax Exempt
Maintaining original source documentation for every transaction.
Uploading receipts to US Bank Access Online

9. Cardholder Responsibilities
Resolving problems with a merchant
Reallocating transactions using Access® Online within the time frame allotted
Send Transactions to Approving Official
Signing the Cardholder Agreement Form

10. Ask yourself these questions:
Selecting a Merchant
Ask yourself these questions:
Is there a Price Agreement?
Do they offer a discount for CMU?
Do they accept Visa?
Will they honor our Tax Exempt status?

11. Placing the Order
Place your order via phone, fax, internet, mail or in-person
Use caution with internet orders as it is sometimes difficult for purchases to be tax exempt
Give your name as it appears on the card

12. Placing the Order Give accurate delivery information
Your name needs to be on address label
Delivery address Kennedy Ave
Billing address North Ave
We do not allow COD deliveries

13. Placing the Order Backorders cannot be charged to card until shipped
Cardholder must manage backorders
Request itemized documentation
Description of item
Cost of item

14. Receive and Inspect Goods
Inspect all goods IMMEDIATELY
If there is a problem contact merchant
Keep notes regarding resolution

15. Returns and/or Exchanges
Make arrangements with merchant before shipping a return
Merchant must credit return to One-Card – Do not allow merchants to refund in check or cash
In the case of an exchange merchant must refund original purchase and charge for new transaction
Document details including name of person you spoke with and date

16. Disputes Try resolution with merchant directly first Formal disputes
Contact US Bank at
Use Access® Online
Must be filed within 60 days
US Bank will credit account and investigate charge

17. Documentation Requirements
Every transaction must have valid and complete source documentation from the merchant

18. Documentation Requirements
Valid source documentation may be
A itemized receipt from the vendor
A packing slip from the delivery
Order forms for dues, subscriptions, registrations
An invoice showing credit card payment

19. Documentation Requirements
Documentation must include
Vendor identification (name of vendor)
Date of purchase
Description and quantity of each item purchased
Per item cost if available from the vendor
Total cost of the order
Cardholder name or account number

20. Documentation Requirements
If original documentation is lost contact merchant directly to provide replacement
If merchant did not provide documentation contact them directly to provide it

21. Transactions to Avoid Personal Purchases Unauthorized Purchases
Contact Accounts Payable Department immediately
Will be asked to reimburse CMU
Unauthorized Purchases
Must have written authorization for purchases made for other departments
Allowing someone else to use your card

22. Transactions to Avoid Flower and Gifts Cash or Cash-like Transactions
Violates fiscal policy
Take up a collection and pay cash for this type of purchase
Cash or Cash-like Transactions
Cash refunds for One-Card purchases
Cash refund for sales tax adjustments
Gift Cards

23. Transactions to Avoid Split Purchases Furniture
Transaction split into two charges to circumvent card limits or purchase order requirements
Furniture
All furniture purchases must be approved and purchased through the Purchasing Department

24. Transactions to Avoid Computers and Software Rental Contracts
Must be pre-authorized by IT Department
Includes all peripherals and anything that plugs into a computer
Rental Contracts
Venues for sporting events, shelters at area parks, studios for art exhibits, etc.
Contract must be signed by Andy Rodriguez

25. Merchants to Avoid Banks, ATM’s and Financial Institutions
Vehicle and Automotive
Auto dealerships, auto parts store, fuel, etc.
Entertainment Providers
Bars, cocktail lounges, nightclubs, movie theaters, sporting events, etc.

26. Food Vendor Purchases
Requires an Official Function Form to be attached to the transaction with One-Card receipts on US Bank Access Online

27. Violations and Consequences
CMU uses a weighted point system
Violations can be reported by anyone including Approving Officials, Program Administrators, auditors or the cardholders themselves
Violation Notifications will become part of the cardholder’s employee record

28. Violations and Consequences
Cardholders with 100 or more violation points will have their cards suspended for six months
Cardholder will be required to complete One-Card training prior to card reinstatement
Violation points will be eliminated from the Cardholder’s record 2 years after violation point assessment

29. Violations and Consequences Purchasing Violations
Card Abuse/Employee Fraud – 100 points
Contract without authorized signature – 100 points
Inappropriate purchase (as defined in the Procurement Card Program Handbook) -50 points
Taxes charged – 15 points

30. Violations and Consequences One-Card Specific Violations
Split purchases – 25 – 100 points
Cash or cash like transactions – 100 points
Unapproved Liquor purchase (see Official Function Policy ) – 50 points
Sharing credit card number – 50 points

31. Violations and Consequences Procard Specific Violations
Documentation failure (see Procurement Card Program Handbook) – 50 points
Inadvertent personal purchase – 15 points
Reallocation failure within prescribed timeframe – 15 points
Failure to obtain Approving Official approval within prescribed timeframe – 25 points

32. Reallocating Expenses in Access
US Bank Access Online login:
Transaction reallocation is how One-Card transactions are “mapped” into Banner and your budget
It is the cardholder’s responsibility to reallocate in a timely manner
Transactions can be reallocated as soon as they are posted in Access® Online

33. Reallocating Expenses in Access
You have 5 days following the close of the billing cycle to make sure all transactions for that billing cycle are reallocated.
Once the 5 days have passed the transactions become locked and you will not be able to reallocate
If you are not able to allocate (vacation, out of office, etc.) please send an to Purchasing or Accounts Payable with the correct accounting information

34. Reallocating Expenses in Acess

35. Reallocating Expenses in Access

36. Reallocating Expenses in Access

37. Uploading Receipts

38. Uploading Receipts

39. Uploading Receipts

40. Submitting for Approval

41. Submitting for Approval

42. Submitting for Approval

43. Submitting for Approval

44. Submitting for Approval

45. Please sign the cardholder agreement
Thank You!
Please sign the cardholder agreement