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PCARD and T&E Card Policy FAQs
 How can I order food for my department meetings and events?
If your order is under $500 , you should use your T&E Card, or a PO if the vendor accepts POs. Above $500, the University’s Catering Program which utilizes 17 Preferred Caterers should be used with a requisition. Please visit http://www.case.edu/finadmin/security/auxiliary/cater.htm for more information.
In certain instances where event support planning is a frequent need (based on volume and other factors), a specialized category of card may be issued. This “Departmental” Card (DCard) will be assigned to the appropriate person within the unit and will allow for food, retail and related purchases exclusively in support of department events. Travel related expenses will not be permitted on these cards. DCards will be subject to frequent audit as well as increased controls and reporting requirements
What is the basis for allowing exceptions to individual card holders in order to continue charging travel & entertainment expenses to the PCard?
Exceptions to the PCard policy are intended to be granted on a very limited basis and only when truly extenuating circumstances apply. These circumstances could relate to a highly unusual travel requirement, the nuances of a group travel event or within some student related areas where student activity fees are being directly utilized. In many cases, these would be episodic and only apply when other methods of procurement are not reasonably available.
High frequency travel and/or spending volume related to the requirements of a specific position are not considered to be a valid basis for an exception.
Perceived inconvenience related to the requirements to complete Travel Authorization Requests and Reimbursements are not considered to be a valid basis for an exception.
How do I shop at grocery stores or wholesale clubs for events?
To make purchases from grocery stores or wholesale clubs, you should use your T&E Card, personal credit card, or a PO if the vendor accepts POs. DCards will be issued in very limited situations.
How do I book air travel for incoming visitors?
By far, the easiest method for all flights is the use of Travelport, an online booking tool through the University’s Preferred Travel Partner, Traveline. In addition, Traveline can also be used as a traditional Travel Agent by contacting them via phone. Traveline has the added benefit of direct billing to your operating speedtype (OPR) as well as use of the T&E card or personal credit card for reimbursement. See http://www.case.edu/finadmin/security/travel/ for more information. The T&E card or your personal credit card can also be used to book flights with submission for reimbursement.
How do I book hotel for incoming visitors?
The University is establishing direct billing with a number of local hotels. These affiliated hotels will be listed on the Travel website as agreements are established. The T&E card or your personal credit card can also be used to book flights with submission for reimbursement.
What is the biggest change in the new PCARD Policy effective 10/1/07?
The primary change involves the elimination of the use of PCard for travel, meals, and Entertainment (T&E). Once this change is implemented, PCard holders will no longer be able to use the PCard for travel, meal, and entertainment expenses. Instead, the University will provide access to a personal liability Travel and Entertainment card (T&E) to accommodate the travel, meals, and entertainment related expenses.
Travelers may also use their personal credit cards for travel and meal related expenses but are encouraged to use the T&E card program.
Why has the University chosen to make this change?
It represents an important step in our effort to improve internal controls and contain costs wherever possible. In addition, a review of peer schools indicates that Individual Liability T& E programs represent a “Best Practice” in higher education.
Why should I use the Travel & Entertainment Card instead of my personal credit card?
There are several reasons you should use the Travel & Entertainment Card for your business travel, meal, and entertainment expenses:
- -The Card is provided to University travelers free of charge as a tool for charging business travel and entertainment expenses. Using the Card will allow you to keep your business and personal expenses totally separate.
- -Travelers can charge virtually all business travel and entertainment related expenses to the Travel & Entertainment Card, including lodging, transportation, and meals. Many fast-food restaurants and taxi services now accept MasterCard as well. The JPMorgan Chase MasterCard is accepted by over 15 million merchants in 220 countries.
- -Case Western Reserve University will receive a summary (not detail) of all business travel and entertainment related charges made on Case Western Reserve University Travel & Entertainment Cards. This information will assist travelers in realizing additional cost savings by allowing Case Western Reserve University to negotiate more favorable rates with hotels and other travel suppliers used by Case Western Reserve University travelers. The purchasing power of Case Western Reserve University offers significant cost savings opportunities that will be recognized ultimately by the traveler's funding source.
Is the Case Western Reserve University MasterCard Travel & Entertainment Card like other MasterCard credit cards?
No. Unlike personal MasterCards, the JPMorgan Case Travel & Entertainment Card is a charge card, not a credit card. The balance is due in full before the next billing.
Who is responsible for paying the bill for the T&E Card?
The ultimate responsibility lies with the individual cardholder,
May I use the Travel & Entertainment Card for personal charges or for personal cash advances?
The Travel & Entertainment Card is intended solely for University business travel, meals, and entertainment related expenses that are reimbursable under University policies. Cash advances are not available on the T&E card.
Will I have access to my statement on-line?
Yes, you will have access to your account information via the Web.
How do I apply for the University T & E card?
T & E Card application details were sent directly to University Budget Directors and existing cardholders on August 3, 2007. DCards will be issued on a very limited basis in conjunction with Dean and Budget Center authorization.
What other key changes does the new policy reflect?
- A Statement of Travel Expense will be required to be submitted for all travel related reimbursements in addition to the Payment Request/Reimbursement in Peoplesoft. Local business meals and entertainment expenses will require a Payment Request for reimbursement only.
- Automated electronic reimbursement for employees through direct deposit will turn around travel reimbursement in three days once all documentation has been received and approved in Accounts Payable.<
- PCard issuance requests and spending limit increases will be more closely monitored to provide increased controls. Additional authorizations will be required for single transaction limits and monthly limits above standard amounts.
- Internal Controls and Accountability have been strengthened for both the
cardholder and the cardholder’s administrator. At the end of each cycle (month), PCard receipts and statements must be turned over to department administrators for review and approval. Department
administrators must sign and date each cardholder statement confirming
that all transactions are valid, correct, and accepted by the department.
Unless there are extenuating circumstances, all PCard transactions must
be reconciled and approved on a monthly basis. A cardholder should not
review, reconcile and approve their transactions. The individualindicated as the “Account Reconciler” as approved on the
cardholder’s application by the Budget Director must perform this task. See Internal Controls and Accountability.
- New PCards will not be issued to any Non Case employee after 8/1/07.
- A card may be terminated or cancelled when a) the cardholder no longer
uses the card, b) the cardholder is no longer employed at the University,
c) the cardholder misuses the card or policy violations occur,
d) the cardholder changes departments within the University, or e) the
cardholder has no PCard activity for a period of six (6) or more continuous
cycles.
- A cardholder whose employment is terminated with the University is required to email the PCard Program Administrator (casePCard@case.edu) no later than 24 hours following termination. In addition, the PCard holders’ Departmental Approver is also responsible for notifying the PCARD Program Administrator within 24 hours of a change in active status for any of their cardholders.
What speedtypes are available for use as default on my PCard?
The only speedtype available for use as the default is an “OPR” speedtype. Transactions may be reallocated to other speedtypes in PVSNet before the end of each billing cycle.
Can I pay for a conference registration on my Pcard still?
Yes! The registration itself can still be purchased using the Pcard. The travel and related expenses must be purchased on the T &E card or your personal card and submitted for reimbursement.
When does the new policy take effect?
The revised P-Card policy will be implemented beginning on 10/1/07; however, the units responsible for implementation of these changes (Procurement, Travel Services, Accounts Payable, etc.) will make every effort to work closely with all schools and departments to prevent inconvenience for business travelers during the transition.
Have any purchases been added to the “Restricted Purchases” list on the Pcard?
The following have been added to the List of Restricted items not allowed by policy to be purchased on the PCard:
- Travel, Meals, Entertainment -Use T & E card or personal credit card and submit for reimbursement using Payment Request and Statement of Travel Expense. In certain instances where event support planning is a frequent need (based on volume and other
factors), a specialized category of card may be issued. This
“Departmental” Card (DCard) will be assigned to the appropriate person
within the unit and will allow for food, retail and related purchases
exclusively in support of department events. Travel related expenses
will not be permitted on these cards. DCards will be subject to frequent
audit as well as increased controls and reporting requirements
- Cell phone purchase and Service - Use preferred University vendor(http://sprint.case.edu/) All others are Individual liability and should be submitted for reimbursement on Payment Request as approved by department
- Internet Home - Individual liability and submit for reimbursement on Payment Request as approved by department
- Gift cards - Payment Request as approved by department
- Donations - Payment Request as approved by department
Who do I contact if I have questions?
If you have questions, please contact the Pcard Administrator Michelle Adams at 368-4474 or send your question to casepcard@case.edu
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