Credit Cards

All cardholders must submit a Visa cardholder agreement for one or both the Purchasing Card (PCard) or the Travel & Expense (T&E) Card. Agreements must have the sign-off of the Reports-to Manager and the Department Budget Owner. Department Budget Owners cannot sign their own agreement - it must be a one-up Approver.

The Purchasing Card (PCard) is intended for low-risk and low-dollar goods and services for your unit or area. Examples might be books, subscriptions, safety and laboratory supplies. Catering expenses up to $5000 are allowed on the Purchasing Card if a T&E card is not available

The Travel & Expense (T&E) Card is intended to accommodate all travel-related and meeting expenses. This would include dining and entertaining. Catering charges should be charged to the T&E card.

Each card serves a different function and has specific workflow controls and approval levels associated with purchases of goods and services. Consequently, the administration of each card is unique. They are easily identifiable by embossed labels and unique images on both cards.

A cardholder application must be submitted and approved. Then they will be sent email invitation/s for mandatory card training session/s (one for each card). When training is completed, the card/s will be ordered from Visa and arrive approx. 5-10 business days at Supply Chain Management offices. The cardholder will be sent a distribution email approx. 1 week prior to the time and date to come pick-up the card from our offices.

*NOTE during COVID restrictions, card distribution is variable currently offering distribution dates twice a month.

Cardholders accept the responsibility of being issued a University Credit Card which are listed on the card application they signed-off on. Cardholders are responsible for adhering to the Corporate Card Program Agreement terms and conditions, program guidelines and University policies. They should never be used by anyone else other than the cardholder themselves

A .pdf statement is emailed directly to the cardholder on the 26th of each month from the email ‘[email protected]'. Be sure to set this as a safe sender in your email and be sure to review the transactions on the statement for accuracy. Cardholders may also log on to CentreSuite to download statements. Please use the Quick Reference Guide using CentreSuite to access Visa card statements. Statement requirements for reconciling transactions are based on project, grant or department obligations. Check with your finance team for requirements.

Transactions from Visa are uploaded into Peoplesoft nightly for both PCards and T&E Cards. Cardholders will receive their Visa statement/s from [email protected] on the 26^th of the month; however, transactions close to the statement date may not appear in Peoplesoft for an additional day or two.

Credits will be treated as any other charge. They will be loaded into PeopleSoft and should be reconciled against the same account to which the original charge was allocated.

If the cardholder identifies that a transaction is not valid, call Scotiabank immediately at the number on the back of the card and report the fraudulent charge. Then email [email protected] to advise them of the path forward (cancel/replace card/refund). Include the cardholder name, card type, date of contact with Scotiabank. Once the disputed amount is resolved, a credit for the amount will allocated to the replacement card.  Reconcile both the fraud charge, and the credit as usual which will net zero the charge. More detailed instructions for reporting fraud are listed in the Corporate Card Handbook on the University Corporate Card website.

There is a feature available in My Wallet when there are transactions for future travel. The cardholder can apply a future travel date to each applicable line and complete the expense after the travel has occurred. This is important as it alleviates any email reminders from the Card Program that their reconciliation is past due. Please refer to Step 3 in the 'Submitting a Travel & Expense Card Claim' Quick Reference Guide on how to allocate a future travel date.

Submit a 'maintenance form' available from the UCalgary Credit Cards accordion item under the Forms section of the Forms & Resources page to cancel card/s. Cardholders cancelling their own cards do not require a department or reports-to signature.  Departments or persons cancelling someone else’s card will require the extra signatures and are indicated on the form.  Cardholders or departments should ensure all transactions are reconciled before cancellation. If this is not possible, cardholders or departments can assign a delegate to perform any final reconciliations within Corporate Card timelines. Cancellations are performed within 2 business days of submission to the Card Program.

On the 26^th of each month, Scotiabank will issue a new statement containing the posted transactions. The cardholder has until the 15^th of the following month to reconcile and submit the transactions for approval unless they are future dated for travel.

For PCards a ‘maintenance form’ is required to be completed and submitted to the card program via [email protected].

For T&E Cards, this can be done directly by the cardholder through Employee Self-Service>Travel & Expenses>User Preferences>Delegate Entry Authority