Changes to P-Card and T&H Card Program Effective July 1, 2020


 

With the start of the 2021 Fiscal Year, we wanted to make sure you were aware of the P-Card and T&H Card Program Changes that also became effective July 1st! 

 

When you signed the form acknowledging the receipt of your P-Card and/or T&H Card you agreed to comply with the terms and conditions of the Iowa State University Card Programs.  Those terms and conditions have changed, effective July 1st, and now include the following terms and conditions in bold below. 

 

Continuing to use your P-Card and/or T&H Card constitutes your agreement to abide by these amended terms and conditions.  If you no longer agree to comply with the terms and conditions of the Iowa State University Card Programs (that now include the changes stated in bold below and in the attached document), please contact cardservices@iastate.edu with a request to have your card(s) cancelled.

 

The terms and conditions listed in bold below will also apply to transactions that occurred prior to July 1, 2020 which remain outstanding. 

 

All P-Card and T&H Cardholders will have until July 31, 2020 to complete any outstanding transactions.  Charges will not be moved to a cardholder’s U-Bill for being over 60 days old until after August 1st.  Itemized receipts for T&H Card transactions under $75.00 will not be required.  Please contact cardservices@iastate.edu for assistance if you have issues that preclude you from completing any transactions. 

 

 

Procurement Cards (P-Card)


Reconciling Transactions

Procurement cardholders must enter legible, itemized receipts, business purpose, Worktag(s) and transaction description information to their card transactions or provide that information to their Procurement and Expense Specialist so that the transactions can be reconciled within thirty days following the transactions posting to Workday. Failure to enter or provide this information within thirty days will be grounds for suspension of card privileges. Suspended cards may be reinstated when all outstanding transactions are reconciled.

 

Procurement Cardholders whose card is suspended due to this issue more than twice will permanently lose their card access.

 

Unreconciled card transactions that reach 60 days past the post date to Workday will be moved to the Cardholder’s U-Bill. Transactions that post to the U-Bill will only be reversed with the permission of the Senior Vice President for Operations and Finance or their designee. Cardholders who have extenuating circumstances or supplier issues that preclude them from completing the transaction verification will not be subject to these late transaction penalties if Procurement Services (cardservices@iastate.edu) is contacted for assistance.

 

Procurement and Expense Specialists (PES) will contact cardholders regularly to assist with reconciling transactions. In addition, PES will remind cardholders with transactions that exceed 30 days that action needs to be taken to ensure that their card remains active.

 

Non-Compliant Activity

Cardholders who have been found to have violated the terms of the cardholder agreement (purchased restricted items, failed to reconcile transactions, shared their card, split transactions to exceed limits, etc.) will be issued an email warning regarding the violation from Procurement Services. This will be documented in their card profile. A cardholder that has three violations may be subject to permanent card suspension.

 

 

Travel and Hospitality (T&H) Cards


Travel and Hospitality cardholders must upload legible, itemized receipts for items that exceed $75.00, must provide a business purpose, and Worktag(s) on their expense reports or provide that information to their Procurement and Expense Specialist so that the transactions can be entered into an expense report and approved within thirty days following the transactions posting to Workday. Failure to enter or provide this information within thirty days will be grounds for suspension of card privileges. Suspended cards may be reinstated when all outstanding transactions are reconciled to an Expense report and approved.

 

A T&H cardholder whose card is suspended due to this issue more than twice will permanently lose their card access.

 

Unreconciled card transactions that are not added to an expenses report and approved within 60 days past the post date to Workday will be moved to the Cardholder’s U-Bill. Transactions that post to the U-Bill will only be reversed with the permission of the Senior Vice President for Operations and Finance or their designee. Cardholders who have extenuating circumstances or supplier issues that preclude them from completing the transaction verification will not be subject to these late transaction penalties if Procurement Services (cardservices@iastate.edu) is contacted for assistance.

 

Procurement and Expense Specialists (PES) will contact cardholders regularly to assist with reconciling transactions to expense reports. In addition, PES will remind cardholders with transactions that exceed 30 days that action needs to be taken to ensure that the card remains active.

 

Non-Compliant Activity

Cardholders who have been found to have violated the terms of the cardholder agreement (failed to reconcile transactions to an expense report, shared their card, split transactions to exceed limits, etc.) will be issued an email warning regarding the violation from Procurement Services. This will be documented in their card profile. A T&H cardholder that has three violations may be subject to permanent card suspension

 

Thank you for using your Iowa State University P-Card and T&H Cards in accordance with the terms and conditions of the Iowa State University Card Programs.

If you have questions, please reach out to Cory Harms (clharms@iastate.edu), Director of Procurement Services, so that we can make sure your questions are addressed.

 

Download the changes to card policy here.