1. PURPOSE To supplement the University Corporate Card Policies including Procurement Cards (P- Card) and Travel Cards (T-Card) issued on October 12, 2017 while providing a clear understanding of Auxiliary Services specific requirements. 2. SCOPE Applicable to all Auxiliary Services P-Card and T-Card holders (cardholders) and those required to review and approve respective purchases and processes. 3. STANDARD 3.1 ELIGIBILITY Employees approved by their Director may request a P-Card or T-Card by completing the online application which is then reviewed and approved by the Auxiliary Services Senior Business Officer (SBO) and the USC Program Administrator. Auxiliary Services allows only full-time staff employees to obtain P-Cards and T-Cards and does not extend this privilege to student workers, fixed term, resource employees and temporary workers. 3.2 CARD PRIVILEGE CHANGE REQUESTS While the University allows cardholders to request changes to their P-Card or T-Card privileges directly via the USC Procurement Management System (currently “Kuali”) Auxiliary Services requires that the any changes to cardholder privileges be submitted first to the Auxiliary Services Finance and Accounting P-Card and T-Card Coordinator (Card Coordinator) who will facilitate these requests and the required approvals within Auxiliary Services and then submit these requests via Kuali. This is to ensure a centralized approach to approvals and document retention within Auxiliary Services. 3.3 CARD DE-ACTIVATION & COMMUNICATION 3.3.1 Deactivating P-Cards and T-Cards for employees not in active Auxiliary Services Payroll status is an essential internal control. The following process is to ensure all final P-Card and T-Card reconciliation requirements are completed prior to cardholder’s end of employment with Auxiliary Services. 3.3.1.1 Auxiliary Services Human Resources will include the Auxiliary Services Finance and Accounting Controllers (Controllers) in their standard e-mail communication circulation regarding employees whose employment is due to end. 3.3.1.2 The Controllers will monitor this communication and promptly notify the Card Coordinator of any upcoming cardholder employment status changes within the areas they support. 3.3.1.3 The Card Coordinator will then deactivate those P-Cards and T-Cards well prior to any cardholder’s end of employment with Auxiliary Services. 3.4 VERIFICATION OF APPROPRIATE USE & REPORTING VARIANCES 3.4.1 It is the responsibility of all cardholders and those involved in any P-Card or T-Card review and approval processes to work together to ensure compliance with all USC P-Card and T-Card Policies. This includes all approvers and those responsible for reviewing final submittals. 3.4.2 A special focus must be placed on reviewing expenditures for purchases with any connection or reference to USC Athletics or Student Athletes and their families to ensure all such purchases comply with NCAA Athletic Compliance Standards. 3.4.3 Any policy violations, or standards variances, respective to P-Card and T-Card use must be promptly reported to the SBO and the Card Coordinator. 3.5 P-CARD AUDIT PROCESS 3.5.1 The Auxiliary Services Compliance Office conducts P-Card audits annually. 3.5.2 The Auditor(s) will request audit data from the Card Coordinator who is responsible for facilitating all P-Card Audit data requests. 3.5.3 Audit findings and recommendations will be provided to the Auxiliary Services Assistant Vice President(s), Executive Director(s), and Business Unit Directors. 4. REFERENCES The following links include USC Policies relevant to this Standard: Corporate Card Policies: P-Cards: https://policy.usc.edu/procurement-cards/ T-Cards: https://policy.usc.edu/travel-card/ Expenditure Policies: https://policy.usc.edu/expenditure-policies/ Purchasing Policies: https://businessservices.usc.edu/purchases/ 5. POLICIES 5.1 All Auxiliary Services cardholders are expected to follow all applicable USC P-Card and T-Card, Expenditure, and Purchasing Policies (noted above) consistently at all times. 5.2 The following internal requirements specific to Auxiliary Services are intended to supplement USC Corporate Card Policies dated October 12, 2017: 5.2.1 All staff reviewing P-Card and T-Card reimbursements must have a thorough knowledge of all applicable USC P-Card, T-Card, Expenditure, and Purchasing Policies. 5.2.2 Any recurring payments to suppliers that have existing supplier contracts with Auxiliary Services or USC must be paid using purchase orders, rather than P-Cards. 5.2.3 The USC Bookstore is the only Auxiliary Services Business Unit permitted to use P-Cards as payment for special orders, advance deposits on, and one-time purchases of store merchandise. 5.2.4 Cardholders must discontinue using their P-Cards and T-Cards at least two weeks prior to the end of their employment with Auxiliary Services. 5.2.5 The SBO may cancel P-Cards and T-Cards in any instance where cardholder use does not meet Policy or Standards requirements. 6. PROCEDURES 6.1 P-Card Procedures 6.1.1 P-Card statements are sent to cardholders from Kuali twice a month. Cardholders may also retrieve their e-statements online directly from Kuali. 6.1.2 Receipts must be uploaded into Kuali as soon as statements are received. Small receipts must be mounted first to an 8 ½ x 11” paper before uploading into Kuali. 6.1.3 In certain situations a cardholder may use their P-Card for purchases on behalf of another Business Unit, such as in the process of facilitating projects. In these situations, the cardholders must provide invoice approval, the applicable account number, and object code(s) and include this information on the invoice(s) prior to uploading them into Kuali. It is the cardholder’s responsibility to provide this information to ensure these expenses can be effectively allocated to the appropriate Business Unit. 6.1.4 In the event a cardholder inadvertently uses their P-Card for non-business purposes, the cardholder is responsible for completing the following process: 6.1.4.1 Write a check payable to USC for the total amount charged for non-business purposes 6.1.4.2 Submit the check to their Business Unit Cash Office or Auxiliary Services Finance and Accounting providing the P-Card account number and applicable object code. Request a G receipt confirming the check deposit. 6.1.4.3 Prepare a Memo addressed to the P-Card Administrator explaining the reason the Card was used for non-business purposes and send this to the Card Coordinator. The Card Coordinator will facilitate the review and approval of the Memo with the SBO. 6.1.4.4 Upload the approved Memo, and the G receipt verifying the re-payment, into Kuali. 6.2 T-Card Procedures 6.2.1 Reimbursement requests must be completed as soon as the statement is available to ensure the bank is paid prior to the due date. 6.2.2 All reimbursements for meals must have the receipts mounted on the Auxiliary Services Meal and Entertainment Expense Form. This form is available via the Auxiliary Services Intranet Site @ http://auxintranet.usc.edu/default.aspx 6.2.3 Auxiliary Services will not pay for late or penalty fees on T-Cards, except those caused by delays on the part of the University. 6.2.4 If a T-Card was inadvertently used for non-business purposes the cardholders must pay the bank directly for those charges. 7. COMMUNICATION & ACCOUNTABILITY This Standard will be provided to all cardholders and those involved in P-Card and T-Card review and approval processes in advance of any changes or revisions. The most current version will be consistently available via the Auxiliary Services Share Point Intranet site: http://auxintranet.usc.edu/default.aspx All cardholders and those involved in the review and approval processes are expected to adhere to this Standard and all applicable USC Policies consistently at all times. Authored by: John Digrado, Executive Director Finance, Accounting and Compliance, Auxiliary Services Approved by: Dan Stimmler, Vice President, Auxiliary Services, and COO Los Angeles Memorial Coliseum. Publication Date: 1.14.18 Reviewed & Currently Applicable: 12.2.20.
