One Card Everything You Ever Wanted to Know

One Card Everything You Ever Wanted to Know

What is it and who should have one? Corporate credit card to be used for an individual’s travel expenses Company billed, company paid credit card UO is billed and pays the balance each month A card issued in an individual traveler’s name The expenses charged to the card flow directly into the individual’s Concur profile The traveler is responsible for reconciling the expenses charged on Concur Expense Reports Any UO Employee with a .5 FTE and forecast pay Infrequent and frequent travelers Exceptions may be available for GE’s who fall just below the .5 FTE threshold Eligibility not determined by credit score

How to do you get a One Card? Application process through https://forms.uoregon.edu/ Application is approved by department budget authority

Card Benefits Allows UO business travelers to keep their personal and business expenses separate No interest or late fees Traveler is not dipping into personal funds and awaiting reimbursement Makes expense reporting easier and faster because expenses flow directly into the traveler’s profile In most cases, the expense type is automatically assigned to the appropriate expense type and some information about the expense is included with the card transaction in Concur 5000.00 monthly limit The One Card comes with insurance benefits, see https://ba.uoregon.edu/?q node/2604

What can the One Card be used for? https://ba.uoregon.edu/?q node/2604 https://pages.uoregon.edu/baoforms/bao drupal 6/sites/ba.uoregon.edu/file s/travel/onecardexpenseguidelines.pdf Individual Travel Expenses Hotel, hotel parking and internet access Rental Cars and Fuel Taxi expenses (remember max gratuity of 15%) and public transportation (subway, bus, etc.) Airline bag fees Conference Registration Miscellaneous supplies while traveling (examples: Charging cord, pad of paper, printing services) There must be a receipt when required by Travel Policy There must be a business purpose for the expense

Expenses Not Approved Personal charges Expenses for other people, guests, volunteers, and independent contractors Airfare (Airfare must be booked either through Concur booking tool or with the TMC and paid for with the Lodge Card on file with the TMC) Airline upgrade fees Room Service, laundry, minibar, movies or other miscellaneous hotel expenses Event supplies, room rental, catering Other miscellaneous expenses that are not essential to the business purpose while traveling Local expenses within the employee’s metropolitan area Any expenses not allowed will need to be assigned to Expense Type-Personal/UO Card/Non Reimbursable and paid back to the UO.

What about meals and fuel? Travel meals and fuel can be paid with the One Card, but. . . UO Travel Policy allows for payment of meal expenses through the per diem meal allowance and when UO travelers drive their personally owned vehicles they are paid a mileage allowance. Special handling is required in Concur to correctly account for these expenses Meal expenses and fuel for personally owned vehicles are coded to Expense Type: Personal/UO Card/Non Reimbursable Traveler claims the per diem or mileage The traveler is issued payment for the difference between their allowance and what has been paid with the One Card When meals paid for with the One Card exceed the per diem meal allowance the traveler must pay back to the overage to the UO

Card Icons, importing card transactions into report, matching, and Banner Card transactions appear with either a purple (lodge card) blue (one card), or green (p-card) credit card icon. They must be reconciled and cannot be deleted Plane or hotel bed icons are informational only, may serve as receipt information in some cases, and can be deleted from Concur Review in Concur: Using match function “This expense cannot be submitted until it is matched to an imported card transaction.” Review in Concur: Importing card transactions into expense reports Banner: One Card transactions are charged to the department index via a JV which is created through Concur. One Card JV’s begin with Z3 Debits the department index and credits the One Card clearing account (refunds to the One Card create an opposite JV)

Tips for Delegates Knowing your one card holders is helpful to avoid incorrect payment Travelers sometimes inadvertently submit a receipt as personally paid, but the expense was paid with a One Card One Card transactions are posted per the schedule of the vendor Keep a list of One Card holders with the last four digits of the card number to help identify One Card transactions Be attentive to reconciling One Card expenses (and Lodge Card expenses too!) Review the Available Expense section in Concur to make sure everything has been imported to the report Delete informational only line items

Fraud, lost of stolen cards, card holder moves departments or leaves UO Fraud: Call US Bank security department immediately at 800-5239078 Sign up for US Bank online access to monitor your account, to watch for fraudulent activity, and to receive text alerts Lost or Stolen Cards: Cardholders are responsible for notifying U.S. Bank immediately by calling 1-800-344-5696 of any loss, theft, or unauthorized use of their card. Cardholders are also responsible for notifying the UO Program Administrator at 541-346-3158. An employee may retain their card when they move departments within UO Employee’s leaving the UO should relinquish their card, the Travel Office should be notified of the departure, and the card should be destroyed

Q and A