Colorado Commercial Card Manual

It is our pleasure to introduce the U.S. Bank Commercial Card Program to State Agencies, Institutions of Higher Education and Affiliates. Effective January 1, 2021, U.S. Bank replaced Citibank as the State of Colorado’s provider for both procurement cards and travel cards. The contract for the Citibank program expires on December 31, 2021, which allows for a one-year overlap period to accommodate the transition. This Commercial Card Manual has been developed for the benefit of your organization’s Procurement and Travel Card program administrators, supervisors, and cardholders. We believe you will find it to be a useful tool in the successful implementation and ongoing administration of your organization’s Commercial Card Program.

Section 1: Commercial Card Program Overview

• C.R.S. 24-102-207 “Statewide Procurement Card Agreement” authorized the establishment of the State of Colorado’s procurement card program. Participation in the program is open to state agencies, legislative and judicial branches, local governments (counties, school boards and districts, municipalities, or other public agencies or authorities), community colleges, institutions of higher education and other governmental entities. Commercial Card services for the State of Colorado were procured through the National Association of State Procurement Officials (NASPO) that is an organization made up of procurement officials from multiple states. NASPO conducted the solicitation to select the card provider. U.S. Bank was awarded the contract, and the State of Colorado opted to execute a Participating Addendum to utilize the U.S. Bank NASPO price agreement. This agreement is effective January 1, 2021, and will expire December 31, 2025, with a 24-month optional extension period.
• The type of Participating Entity determines the method of program enrollment. Enrollment is automatic for State agencies, the legislative branch, the judicial branch, and higher education institutions (except for institutions that have not opted out of the agency participation pursuant to CRS 24-102-207(3)). Institutions of higher education that have opted out of participation under the agency umbrella pursuant to CRS 24-102-207(3), political subdivisions and other affiliates wishing to participate are required to execute a ‘State of Colorado Affiliate Addendum’ that ensures compliance with the master contract terms and conditions. These Affiliate Addendums are available on the Commercial Card website. Contact the State Commercial Card Program Manager to initiate participation.

Commercial Card Options

• Purchasing Card – Centrally Billed
• Corporate Liability
• Standard Point of Sale Cards
• Ghost Cards
• Declining Balance Cards
• Departmental Cards
• Emergency Cards
• Purchasing
• One Card – Centrally Billed
• Corporate Liability
• Standard Point of Sale Cards
• Ghost Cards
• Meeting/Event Cards
• Declining Balance Cards
• Departmental Cards
• Emergency Cards
• Commercial
• Travel Card – Centrally Billed
• Corporate Liability
• Standard Point of Sale Cards
• Meeting/Event Cards
• Declining Balance Cards
• Departmental Cards
• Travel Card – Individually Billed
• Joint/Several Liability
• Standard Point of Sale Cards
• Ghost Cards – Centrally Billed
• Corporate Liability
• White plastic card is issued without a magnetic strip
• Cannot be used for point-of-sale purchases
• Card has verification code [CVV2] allowing for internet purchases
• Account is established for use by a specific merchant

Section 2: Commercial Card Programs

• The Procurement Card allows State agencies, departments, institutions of higher education, and affiliates to purchase goods and services using a tax-exempt credit card. The Visa® card issued through U.S. Bank has corporate liability, and each participating entity is liable for use of, and payment for, the Procurement Cards issued to their employees. As a cardholder, the employee is responsible for the security and use of the Procurement Card at all times. An entity Program Administrator(s) and Approving Official(s) are involved to help control and monitor card usage and expense allocation. Procurement Card transactions will be monitored at the entity and state levels.
• All purchases must comply with organizational policies and procedures. Policies will generally include parameters around card usage such as split transactions and card sharing.
• Employees are encouraged to make their purchases from State Price Agreements where applicable. However, the Procurement Card also allows employees to purchase from any vendor that accepts Visa®.
• Any unauthorized purchase can result in an employee being held personally responsible in accordance with the Colorado Revised Statute (C.R.S.), 24-109-404, Liability of public employees:
  “If Any Governmental Body Purchases Any Supplies, Services Or Construction Contrary To The Provisions Of This Code Or The Rules Promulgated Pursuant Thereto, The Head Of Such Governmental Body And The Public Employee, Which For The Purposes Of This Section Includes Elected Officials, Actually Making Such Purchase Shall Be Personally Liable For The Costs Thereof If Such Supplies, Services, Or Construction Are Unlawfully Purchased And Paid For With State Moneys, The Amount Thereof May Be Recovered In The Name Of The State In An Appropriate Civil Action” 

Procurement Card Program Options

• Based on individual program needs, Participating Entities can use either the Purchasing (PCard) or One Card with a variety of functionality to enhance your program. The U.S. Bank Relationship Manager and the State Commercial Card Program Manager will assist with evaluating the entity procurement needs to determine the best Procurement Card option. The following are the available Procurement Card options:
  • Purchasing Card – Centrally Billed: A corporate liability, tax-exempt card issued with the name of the Participating Entity and the name of the individual Cardholder on the card. This card cannot be used by anyone other than the person to whom the card has been assigned.
  • One Card – Centrally Billed: The One Card is a corporate liability, tax-exempt card issued with the name of the Participating Entity and the name of the individual Cardholder on the card. The One Card can provide efficiencies and ease of use for Cardholders with the use of one piece of plastic. This card cannot be used by anyone other than the person to whom the card has been assigned. The One Card allows the combination of the Purchase and Travel Card (aka Integrated Card). The One Card provides the functionality of the PCard, and the variety of benefits associated with the Travel Card. Card use is managed by Program Administrators (PAs) through the Merchant Category Code (MCC) controls. MCC Group templates have been developed to assist with assigning MCCs by Cardholder use.

Procurement Card Program Management

• The MCC Group template assigned will determine effective management of the type of transactions accessible to each Cardholder. Specific Groups (as defined by U.S. Bank) have been created as include MCCs, therefore the list of codes in each Group are those that are open for use by the cardholder. The groups have been developed to address the varied type of card users, type of standard purchases and business needs.
• Participating Entities determine the MCC Groups assigned to each card by using the MCC Group templates already created for use, or they can develop their own. Cardholders that are predominantly a Purchasing Card user would only have Purchasing Card related MCC Groups assigned to the card. Cardholders that require both Purchasing and Travel MCC groups on a One Card can be easily accommodated by proper MCC Group assignment. Only transactions associated with the MCC Groups assigned to each card would be accessible for purchases.
• NOTE: Merchants may have assigned MCCs that do not accurately reflect their true merchant type thereby requiring an MCC to be temporarily allowed.
• Management of all Commercial Card functionalities require compliance with, but not limited to, any relevant Participating Entity policies or procedure and the policies and procedures set forth in this manual.
• Participating Entities will have a maximum credit limit that may be spent through the combined purchasing activity of all cardholders in the participating entity. Within that limit, agencies can control the following limits and restrictions for each cardholder:
  • Single Purchase Limit: The maximum dollar amount for a single purchase
  • Amount Per Day: The maximum dollar amount per day
  • Amount Per Cycle: The maximum credit limit that will be authorized in a 30-day period
  • Transactions Per Day: The maximum number of transactions that may be authorized in one day
  • Transactions Per Cycle: The maximum number of transactions that may be posted in one cycle
  • Merchant Category Codes (MCC): Every transaction processed by the card network (in this case Visa®) is assigned a merchant category code (MCC), a four-digit number that denotes the type of business. MCCs are used by card issuers to categorize, track or restrict certain types of purchases. The State of Colorado MCC templates have been created to facilitate appropriate controls for Program management.

Travel Card Program Overview

• The Travel Card (TCard) is a streamlined method of payment and use does not supersede any state, department, institution or affiliate policy or procedure. Based on individual program needs, participating entities have options around travel card type(s) to best facilitate their business needs. The U.S. Bank Relationship Manager and the State Commercial Card Program Manager can assist with evaluating the entity needs to determine the best Travel Card option.
• The use of State Price Agreement vendors for travel related activity may provide a variety of terms and conditions that save valuable funds and provide benefits such as Collision Damage Waiver & Liability insurance and other negotiated benefits.
• Rules and regulations that may affect Participating Entity travel include, but are not limited to, the following:
  • Fly America Act
  • Patriot Act
  • State Controller Technical Guidance - Taxability of State Travel Reimbursements
  • State Controller Policy - Mileage Reimbursement
  • Risk Management Vehicle Use Guide
  • IRS Code - Taxability of Lodging
  • FYI Government Purchases Exemptions – Sales 63
  • Fiscal Rules

Travel Card Program Options

Based on individual program needs, Participating Entities can join the Travel Card program using the One Card, Centrally Billed Travel Card or Individually Billed Travel Card. The following are the available Commercial Card options:

• One Card – Centrally Billed: The One Card is a corporate liability, tax-exempt card issued with the name of the Participating Entity and the name of the individual Cardholder on the card. This card cannot be used by anyone other than the person to whom the card has been assigned. The One Card program allows the combination of the Purchase and Travel Card (aka Integrated Card). The One Card provides the functionality of the PCard, and the variety of benefits associated with the TCard.
• Travel Card – Centrally Billed: The Centrally Billed Travel Card is a corporate liability, State tax-exempt, credit card issued with the name of the Participating Entity and the name of the individual Cardholder on the card. This card cannot be used by anyone other than the person to whom the card has been assigned. The Centrally Billed Travel Card is used for travel purchases as governed by Participating Entity policies and procedures. The Centrally Billed Travel Card is the appropriate method of payment for business related travel expenses.
• Travel Card – Individually Billed: The Individually Billed Travel Card is a joint/several liability card and is individually billed to the cardholder on a monthly basis. This account type allows 61 days to pay in order to provide enough time for expense reimbursement processing. As this account carries individual liability and is individually billed, each Participating Entity’s Cardholder is liable for all transactions initiated on the account. The Participating Entity is liable for all unpaid charges and fees on this account type that are closed for any reason or are over 90 days past due.

Travel Card Program Management

• The MCC Group template assigned will determine effective management of the type of transactions accessible to each Cardholder. Specific Groups (as defined by U.S. Bank) have been created to include merchant category codes therefore, the list of codes in each Group are those that are open for use by the cardholder. The groups have been developed to address the varied type of card users, type of standard purchases and business needs.
• Participating Entities determine the MCC Groups assigned to each card by using the MCC Group templates already created for use, or they can develop their own. Cardholders that are predominantly travelers would be assigned the associated Travel related MCC Groups to meet their business needs. Cardholders that require both Purchasing and Travel MCC groups on a One Card can be easily accommodated by proper MCC Group assignment. Only transactions associated with the MCC Groups assigned to each card would be accessible for purchases.
• Management of all Commercial Card functionalities require compliance with, but not limited to, any relevant Participating Entity policies or procedure and the policies and procedures set forth in this manual.

Section 3: Commercial Card Functionalities

Individually Assigned Card

• An Individually Assigned Commercial Card is one that, in addition to including the name of the entity, contains the name of the individual cardholder on the card. The individual to whom the card is assigned provides a signature on the back of the card. The Individually Assigned card cannot be used by anyone other than the person to whom the card has been assigned. Violation of this policy is terms for loss of card privileges. An Individually Assigned Commercial Card can be a One Card, Purchasing Card, Centrally Billed Travel Card or Individually Billed Travel Card.

Departmental Card

• A Departmental Card is issued to an individual (the Card Custodian) on behalf of a group, department, workgroup or division. Departmental Cards do not have employee names on them. Although only employees of the Participating Entity are permitted to use Departmental Cards, anyone with access to Departmental Cards will have the ability to use such cards. Departmental Cards are available as a One Card, Purchasing Card or Centrally Billed Travel Card. The Card Custodian provides the card to Designees within their group as the need arises for them to make purchases. Custodian is responsible for the physical security of the card and ensuring appropriate supporting documentation is provided when the card is returned. Prohibited transactions are the same for Departmental Cards as they are for the One Card, Purchasing Card or Centrally Billed Travel Card.
• Note: Departmental Cards have reduced transaction dispute rights as compared to transaction dispute rights for Individually Assigned cards. Agencies are advised that the bank’s Departmental Card dispute right policies are subject to change.

Card Names

• The authorized Participating Entity assigns card names. In general, the name embossed on the first line of each card is a work group name, rather than an individual’s name.
• Cards should be named for their functions or area – for example “Administration” or “Lab Supplies”. If the Participating Entity name is not already a part of the card design, the Participating Entity name should be embossed on the second line.

Signature on Card

• Although the card has a space for signature on the back, in general, an individual should not sign the Departmental Card. If signed by an individual, it would be difficult for any other staff member to use the card.
• Instead, the Card Custodian should write either the department or workgroup name on the space provided so that it matches the front of the card. The Card Custodian may also consider writing “See Employee Identification” on the space provided.

Administrative Recommendations

• Recommended internal written controls and procedures in administering the use of a Departmental Card are:
  • Comply with all applicable existing State and Participating Entity business rules, policies and procedures that govern the use of the Commercial Card.
  • Create and maintain a current list of departments or workgroups that are approved to use the Departmental Card.
  • Create a transaction log to track who has checked out the card, when it was returned and what was purchased.
  • A Departmental Card Manager is optional, but one can be assigned to manage Card Custodians to ensure compliance with Commercial Card policies & guidelines and administer & control the use of the Departmental cards within a Participating Entity.

Emergency Card

• U.S. Bank will offer emergency cards. Emergency response cards offer seamless integration into organization plans so that the state and Participating Entities can focus their attention on maintaining operations and pursuing the restoration of services. This program is designed to assist employees in facilitating their recovery efforts during hurricanes, floods, fires, power outages and other crises.  Spending limits and controls are pre-set to match organization policies and the individual payment needs of the Purchasing Entity.
• U.S. Bank recognize that in most cases emergency response cards may remain inactive for a long period. Emergency response cards will not purge from the system because of inactivity to ensure access to the cards when an emergency arises.
• U.S. Bank recommends setting up a separate Managing Account for emergencies, using the Emergency Card Product Code, which will never purge for non-use.
• U.S. Bank will also recommend a mix of card account strategies. U.S. Bank will recommend emergency card programs include a mix of the following:
  • Issue card(s) in the name of employee(s)
  • Issue card(s) with “Emergency Card” as the account name
  • Issue card(s) in the name of a department
• When using department name or “emergency card” in the account name line, it is important to
  • Designate someone responsible for the transactions enforced through policy.
  • Transactions online, set up transaction alerts, report fraud as needed, reconcile transactions and
  • Route for approval, etc.).
• Increasing Limits During Emergencies
  • Many Participating Entities may choose to leave their cards in an inactive or suspended status or maintain a limit of $1 until an emergency occurs.
  • If a Program Administrator needs to access the card to increase a limit, Access Online is available 24/7/365 from any device with a browser. U.S. Bank Customer Service (1-800-344-5696) is also available 24/7/365 if any issues arise.
  • The Participating Entity may also choose the following strategies to ensure a smooth experience during an emergency:
    • Keep emergency cards in open and in active status
    • Leave MCC restrictions open
    • Set limits high, enough to accommodate worst-case scenarios
    • Monitor for transactions online, set up transaction alerts, and report fraud as needed
    • Notify the Account Coordinator and Relationship Manager when an emergency
      occurs (if possible)
  • Recommended MCC Groups options are State Temp 1, 2A, 2B,3A or 3B or a custom MCC Group can be built by each entity.
  • In the event Emergency cards are required, it is recommended you contact the U.S. Bank Account Coordinator (See Contact Information Section) for assistance.

Account Maintenance

• Account maintenance can be performed quickly and efficiently within U.S. Bank Access Online System.
  • The U.S. Bank Account Coordinator can assist with account maintenance.
• Individual real time account maintenance.
  • Contact the U.S. Bank Account Coordinator for the appropriate card product template

Emergency Card Program

• U.S. Bank System Updates
  • U.S. Bank uses a credit card processing platform (TSYS) as do many banks/card issuers. TSYS has a window available for planned maintenance each night between 9 pm – 12 am ET for system updates. All applications are not typically down each night yet certain functionality may be unavailable. Unfortunately, U.S. Bank cannot control/change this processing schedule, and it affects all card issuers that utilize TSYS as their processing platform.
  • Here are some tips to help if an emergency arises:
    • If possible, process the card update online using the Access Online tool via CCMS. The request would be processed real time if that application is not affected in that particular down time period. Otherwise, it will be processed as soon as the application becomes available.
    • Provide U.S. Bank with the card and merchant details and request the merchant be allowed to force a charge through. The merchant may then contact U.S. Bank if they need specific instructions.

Administrative Recommendations

• Establish policies around the appropriate use of Emergency Cards, including what approvals are needed to authorize activation
• Establish separate hierarchy level(s) and billing account(s) for clear reporting and management
• Keep the emergency cards activated with a $1.00 balance. When an emergency event occurs, the cards are ready to be used with a simple limit increase via phone, email, or online application. This also ensures the emergency card will not purge but renews when the expiration date hits.
• Emergencies do not always occur during work hours; therefore, PAs should be prepared to:
  • Activate Emergency Cards from any computer
  • Have a list of Emergency cardholder names
  • Have last 4 digits of the card
  • Be sure to have the U.S. Bank website URL and phone number with you at all times
  • Have your Administrator sign-on information should write down for easy access during an emergency
  • Be sure to maintain the information in a secure location
  • Contact the bank, on-site as well as off-site contact key personnel
  • Have a list of all contact information for key personnel
  • Contact entity’s upper management/emergency management team
  • Closely coordinate with card issuer:
    • Understand how cards will be assigned and cardholder identified
    • Activate non-traditional merchant categories codes
    • Establish card limits sufficient to accommodate occasional large purchases
    • Revise card security limits, e.g. number of transactions per day, to accommodate high numbers of transactions
  • Cards should be issued to a specific employee that is responsible for all transactions posted to this account. In time of emergency:
    • Contact card issuing bank to activate emergency cards
    • Issue cards using a signed log showing receipt, which includes the following information:
      • Parameters activated (increase in single purchase limit, number of transactions, etc.) by cardholder
      • Purchase activity
      • Deactivation of emergency features

Ghost Accounts

• Ghost Accounts are often used with strategic suppliers or for remote purchases on behalf of a specific agency, department, program and/or unit. Ghost accounts are not a point-of-sale [POS] card, therefore do not have a magnetic stripe. However, white plastic cards are issued that include Account name, Card number, Expiration Date and CVV2. When a ghost account is assigned to a specific supplier, any purchase made with that supplier by someone in your entity will be charged to that account. Employees usually provide a cost center or some other budget identifier as their point-of-sale (POS) or customer code to ensure the transaction is posted to the appropriate department.
• Participating Entities will need to work with their strategic vendor / supplier to incorporate payment arrangements as a part of their supplier agreement, including supplier liability for any unrecognized charges on the ghost account. When a ghost account is assigned to a specific department, certain members of that department are authorized to use the ghost account number to make purchases.
• Administrative Recommendations:
  • Establish policies around the appropriate use of Ghost Cards, including what approvals are needed to authorize activation

Declining Balance Card

• Declining Balance cards do not require a pre-funded account. The spending limit and/or expiration date are established up-front, giving it a specific "shelf life" to accommodate a specific project budget, grant budget or spend allowance. The Declining Balance Card’s pre- established credit limit is reduced by the amount of every purchase until the Card’s purchase value is exhausted or supplemented. The declining balance functionality can be used with the Procurement Card, One Card or Centrally Billed Travel Card.
• The Declining Balance Card works well for situations that require pre-set limits such as:
  • Per diem travel – Credit limit equal to per diem amount for the length of a specific approved business trip
  • Professors/Teachers who typically have a fixed amount to spend each term can use this functionality to manage their budget
  • Projects with a set budget
     

Section 4: Standard Roles and Responsibilities

The following describe previously referenced critical roles for the Commercial Card programs with general responsibilities. Entities shall identify specific definitions in their handbook or manual.

Program Administrator

• Person who is responsible for the Participating Entity’s policies, procedures, card issuance/cancellation, monitoring Approving Officials and Liaisons, management reporting, and development of the program. This individual is the primary interface with the State Commercial Card Program Manager and U.S. Bank.
• Responsibilities:
  • Interface with the Commercial Card Program Manager and the bank on all program matters
  • Establish and update internal program policies and guidelines to meet the minimum requirements of statewide policies and guidelines
  • Provide training to Cardholders, Approving Officials and Liaisons in the management and use of the Commercial Card
  • Maintain current documentation of signed cardholder agreements
  • Work closely with other department functions (accounting, procurement, management, etc.) to administer, develop and grow the Participating Entity’s program
  • Ensure cardholder records and other information are maintained in a secure manner
  • Coordinate the maintenance of Commercial Cards including additions, deletions and changes
  • Retain cards in a secure manner until issued to Cardholders
  • Develop and issue periodic management reports to monitor the development of the pcard program
  • Conduct periodic reviews (audits) to ensure Cardholder, Approving Official, and Liaison activities are in compliance with program procedures and guidelines
  • Report issues of noncompliance as appropriate to the appointing authority and executive director or chief executive officer
  • Refer to “Liaison” role and responsibilities for additional duties if your entity does not have a Liaison

Approving Official

• Person assigned to review Cardholder transactions to ensure compliance with Commercial Card policies and guidelines.
  • A Cardholder cannot be his or her own Approving Official
  • Best Practice is that the cardholder’s supervisor is the Approving Official
• Responsibilities:
  • Review and sign-off on the monthly account statement for each Cardholder
  • Accountable and responsible for the quality and accuracy of reconciliation documentation and ensuring all statement reconciliation documentation is received and retained in accordance with department policies and procedures
  • Ensure all expenditures are assigned to the correct account codes, if assigned this responsibility
  • Monitor Cardholder activity for unusual patterns of use through Access online as well as your financial reporting system
  • Document and report Cardholder violations in accordance with department guidelines
  • Review transaction exception reports, if applicable, and take appropriate follow-up action
  • Notify Liaisons or Program Administrators of changes in employment status, such as transfer and termination
  • Refer to “Liaison” role and responsibilities for additional duties if your entity does not have a Liaison

Allocator or Reallocator (Optional)

• Person responsible for allocating transactions from the default accounting code to the correct accounting code. This role is only needed if the cardholder does not allocate their own transactions.
• Responsibilities:
  • All cards will have a default accounting code assigned to it. Based on the Participating Entity’s procedures, this person may accept the allocation or reallocate charges to other account codes based on business purpose or funding source.
  • The Cardholder or a different person may fill this role.
  • Ensuring card transactions are allocated to the appropriate accounting string or funding source
  • Confirming all transactions have a supporting business purpose and receipt substantiation

Cardholder

• Person issued a Commercial Card to make purchases.
• Responsibilities:
• Maintain security and custody of the card
• Use the card only for official state business
• Immediately report a lost or stolen cards or suspected fraudulent charges to U.S. Bank and the Participating Entity’s Program administrator
• Make purchases in accordance with Participating Entity guidelines and applicable fiscal and procurement rules
• Obtain and submit adequate supporting documentation for each purchase made
• Reconcile and sign-off on the account statement for each cycle that had transactions
• Contact merchants to resolve disputes and complete the Transaction Dispute Form when necessary
• Ensure refunds/credits are posted to the same card that was originally charged
• Ensure that all purchases are charged to the correct account codes, if assigned this responsibility
• Notify Approving Officials or Liaisons of changes in employment status such as a transfer and termination

Departmental Card Designee (Optional)

• Authorized user of a Departmental Card
• Responsibilities:
  • Keep the card secure at all times
  • When needed, request the card from Card Custodian
  • Obtain receipts from merchant for all transactions
  • Immediately return card and receipts to Card Custodian
  • Deal with the merchant directly on any return, dispute or credit
  • Immediately report lost or stolen card to Card Custodian
  • Complete the required transaction information on a log sheet
  • Do not make unauthorized purchases

Liaison/P-Card Administrator (PA) (Optional)

• May be needed in large or decentralized organizations as an interface with the Program Administrator. For example, Liaisons may be at a division or at an off-site location.
• Responsibilities:
  • Ensure that Approving Officials and Cardholders have updated policies and procedures
  • Assist in Cardholder account set-up and updates to account information
  • Assist Cardholder with transaction disputes reported to the bank
  • Notify the Program Administrator of lost/stolen cards and assist in their replacement
  • Document and report Cardholder violations in accordance with department guidelines
  • Terminate Cardholder accounts due to job changes such as transfer, termination, lack of need, etc.
  • Review transaction exception reports, if applicable, and take appropriate follow-up action
  • Conduct periodic reviews (audits) to ensure Cardholder and Approving Official activities are in compliance with program procedure and guidelines
  • Note: If the Participating Entity does not use the “Liaison” level then these responsibilities belong to Approving Officials or the Program Administrator

Departmental Card Manager (Optional)

• Person assigned to manage Card Custodians to ensure compliance with Commercial Card policies and guidelines. Administer and control the use of the Departmental Cards assigned to the Card Custodians within a Participating Entity.
• Responsibilities:
  • Create and maintain a list of individuals who are assigned as Card Custodians
  • Instruct and train Card Custodians of their roles and responsibilities
  • Provide guidance to resolve Card Custodian oversight issues
  • Audit card statements and transaction documentation based on Participating Entity, program and funding requirements
  • Notify Program Administrator of any personnel changes
  • Communicate to PA any Card Custodian who has misuse of the card

Card Custodian (Optional)

• Administer and control the use of Departmental Cards by authorized Designees within Card Custodian’s workgroup.
• Responsibilities:
  • Create and maintain a list of individuals who are authorized to use the Departmental Card (“Designees”)
  • Instruct and train Designees on use of the Card
  • Track Designee transactions and ensure the receipt of supporting documentation
  • Keep the card number secure
  • Retain card statements and transaction documentation based on Participating Entity, program and funding requirements
  • Verify transactions as soon as possible – recommend no later than 10 business days
  • Notify Program Administrator of any personnel changes
  • Withhold the Card from any Designee who has misuse of the card

Section 5: Requirements & Minimum Standards

This section of the Commercial Card Manual provides the necessary details of the mandatory requirements and minimum standards for your Commercial Card Program. Incorporated within these expectations are Administrative Recommendations for consideration to assist with the success of your Program.

Payment Requirements

• Centrally Billed One Card, PCard and TCard payments must be made promptly (within thirty [30] calendar days) of the cycle end date. The U.S. Bank standard cycle end date is the 25th of the month. If the cycle end date is a weekend or a bank holiday, the cycle ends the following business day. The finance charge rate assessed for past due accounts vary by Participating Entity type as determined by the Participating Addendum executed. As part of the rebate structure, an additional 1 basis point will be added for every day early (prior to 30 days) payment is received, so it is beneficial to process payment as quickly as possible. Accounts will be suspended at day 91 of any past due amount.
• Payment on the Individually Billed Travel (joint/several liability) cards is the responsibility of the Participating Entity’s Cardholder. This account type allows 60 days to pay in order to provide sufficient time for expense reimbursement processing. At day 61 the account will be suspended for any past due amount. The cardholder is liable for all transactions initiated on the account. Although the cardholder is responsible for paying the bill, personal charges are prohibited on the card and are a violation of program policy. Additionally, the Participating Entity is liable for all charges and fees on the accounts that are closed for any reason or are over 91 days past due. The past due process for the Individually Billed Travel (joint/several liability) account is:
  • At 31 days past due, the U.S. Bank Account Coordinator (AC) will contact the State Commercial Card Program Manager with a list of the delinquent accounts.
  • The State Commercial Card Program Manager then contacts the Program Administrator for the cardholder with details of the past due payment
  • Participating Entity Program Administrator then contacts their cardholder for payment
  • This process occurs weekly until the account is no longer delinquent
  • There will be a required mandatory payment by the Participating Entity for any amounts incurred on Individual Travel-joint/several liability Accounts that are not paid within 120 days after the billing statement date. The Participating Entity shall pay such amounts within 30 days, or 150 days after the billing statement date.

Payment Methods

• Standard Payment Address – U.S. Dollar Check/Money Order: Corporate Payment Systems, PO Box 790428, St. Louis, MO 63179
  • Important to include payment stub when mailing check and full 16-digit account number
  • Recommend including account number of check/money order
• Overnight/Express Mail Address - U.S. Dollar Check/Money Order: Corporate Payment Systems, 830 North 11th St., Department 790428, St. Louis, MO 63101, 866.257.2861
  • Important to include payment stub when mailing check and full 16-digit account number
  • Recommend including account number of check/money order
• No fee for check by phone payment
• ACH Payments (Also known as EFTs)
• Payments via U.S. Bank from cardholder’s Checking/Savings account (for Individually Billed Travel cards only)
• Entities are required to establish procedures for reconciling Billing Account statements with the actual amount remitted to the bank on at least a monthly basis.
• Note: Payments should be made in a manner that ensures timely payment and avoids finance charges.

Administrative Recommendations

• Take advantage of the Early Payment Incentive to maximize your Entity’s Rebate:
• Increment: U.S. Bank will add 1 basis point for every day early (prior to 30 days after the cycle end date) that the Participating Entity remits payment.
• The Early Payment Incentive shall be calculated separately for each Participating Entity.
• Delays can affect your revenue share or rebate, so accuracy is a must!
• Payments are due regardless of pending documentation.
• Allow adequate time to process a payment to avoid suspended accounts & late fees.
• Accounts are not considered paid until payments have been received by the bank and posted to the appropriate account.

Reconciling the Statement

• At the close of each cycle (25th of the month), the Cardholder will print their statement, listing purchases posted within the billing cycle. Purchases made near the end of the billing cycle may appear on the next statement.
• NOTE: Entities may require more frequent reviews to validate transactions, reallocate charges, initiate the dispute process, etc. Entities may also require Program Administrators to print the statement for the central billing accounts to reconcile against what interfaces into their financial systems.
• The Cardholder must review transactions for the following:
  • Verify each listed charge is valid and matches the transaction documentation
  • Ensure that account coding is accurate (unless the Participating Entity assigns this responsibility to others such as a Reallocator or Approving Official)
  • Identify any charges to be disputed. Forward the completed Transaction Dispute Form to U.S. Bank for any dispute that cannot be resolved directly with the merchant. Attach a copy of the Transaction Dispute Form to the statement
  • Reconcile credits in the same manner as charge transactions
  • Attach all supporting documentation (e.g. receipts, invoices, etc.) and a copy of the transaction log (if used) to the statement
  • Sign the statement and forward it to the Approving Official for signature
  • Note: Disputed transactions must be reported to the bank within 60 calendar days from the date of the transaction in accordance with contract terms. However, it is recommended that agencies establish an earlier reporting cutoff such as 30 days.
  • Post Cycle-Close Activities:
    • Require all Cardholders, by written policy, to reconcile monthly statements to supporting documentation.
    • Ensure all cardholders self-register to access U.S. Bank Access Online in order to download their monthly statement for reconciliation purposes.
    • Require Program Administrators or Accounting staff to print the monthly central billing statement and reconcile it against what interfaces into their financial system.

Allocating/Reallocating Transactions

Note: This section applies to PCard, One Card, and Centrally Billed TCard Programs only.

• Entities shall develop a process for reallocating charges to the appropriate account codes. A default accounting string code (ASC) is established when a card is ordered. Transactions are initially posted to the default ASC; however, Cardholders may determine that the charges should be posted to a different ASC if the default code does not apply. Currently, Participating Entities refer to this process as allocating or reallocating the transaction. This responsibility may be assigned to the Cardholder or another person, such as a Reallocator or Approving Official.
• Pre-defined cardholders will have the ability to review and reallocate their transactions online in the U.S. Bank Access Online system. The Cardholder (or designated person) should complete this process during the current cycle.
• Note: State agency reallocations must be completed within 10 business days after cycle close, as this is when statements will auto close and the interface to the State’s accounting system takes place.
• Best Practice:
  • Assign default codes to each Cardholder based on his/her department.
  • Reallocate transactions to the appropriate account codes to ensure proper expenditure coding.
  • If allocations are being done in U.S. Bank and interface to your financial system:
    • Perform allocations throughout the statement period – do not wait until cycle has closed.
    • Whoever is responsible for approving payment documents should verify correct coding has been used in U.S. Bank prior to the interface. This will ensure the correct information interfaces to your financial system, resulting in much less work on the documents after the interface occurs.

Approving Official Review (Mandatory Transaction Review)

• Approving Officials must review and sign-off on (approve) each monthly account statement. The Approving Official should review each statement to ensure, at a minimum:
  • Supporting documentation is attached for each transaction including Transaction Dispute or Lost or Unavailable Transaction Information forms, when necessary.
  • Transactions are in accordance with guidelines and are not violations such as personal purchases, split or cash transactions, habitual lost documentation, etc.
  • The Approving Official is responsible for the accuracy and completeness of the supporting documentation and the Accounting String Code.
  • Violations should be documented and reported to the Liaison or Program Administrator in accordance with Participating Entity guidelines. Also, in accordance with State of Colorado Fiscal Rule 2-7 all incidents of suspected fraud and abuse of the CCARD, along with any misuse of the CCARD, must be reported to the State Controller’s Office annually.
• Best Practice:
• Approving Officials should review and approve Cardholder statements (individual transactions) every month.
• Approving Officials and/or Reallocators should reconcile statements to receipts to ensure adequate documentation is maintained and that purchases are for official state business only.

Transaction Documentation

• The Cardholder is responsible and accountable for ensuring that every transaction has valid supporting documentation. Valid supporting documentation includes:
  • An itemized receipt from the vendor
  • A signed delivery packing slip
  • Order forms for dues, subscriptions, registrations, or similar documents
  • Detailed invoice showing credit card payment
  • Email confirmation from the merchant
• Information contained in supporting documentation must include:
  • Merchant name
  • Date of purchase
  • Description, price, and quantity of each item purchased
  • Total cost of the order
  • Cardholder name and/or card number (Last four XXXX)
  • Signature of Cardholder or Designee demonstrating receipt
  • Official function form, if applicable
  • Explanation of the business purpose or reason for the purchase, if it appears unusual
  • See the Colorado State Archives Record Management website to determine the minimum amount of time your entity is required to keep Commercial Card documents.
• Best Practice:
  • Establish written documentation policies
  • Establish policies which indicate who must maintain documentation and for how long
  • Thermal paper documents, because of their temporary nature, should be copied and the copies should contain the statement “original as received”
  • Acronyms and non-standard abbreviations for programs or organizational units within an agency should not be used in the supporting documentation unless an explanation is also included
  • Written justification or explanations on expenditures that are not representative of normal operations is required. These statements can be written on the invoice, receipt or other supporting documentation [e.g. Official Function form]
  • Credits do not require a receipt, but an explanation must be documented on the transaction log or supporting documentation and reference the original transaction date and amount.

Lost or Unavailable Documentation

• Contact the merchant directly if the original supporting documentation is lost or if the merchant did not provide it. If the merchant is unable to provide documentation, complete the Documentation of Lost or Unavailable Transaction Information Form and keep with the rest of the documentation for that month.

Sales Tax

• The State is exempt from Colorado state sales tax and should not be charged sales tax on transactions using the PCard, One Card or Centrally Billed Travel Card. All three-card types may be used for purchases made in another state or foreign country; however, they are not exempt from those state and local taxes. State tax exemption numbers are generally hot-stamped on the front; left-hand corner of the Commercial Card. Merchants may require a copy of the State tax- exempt certificate to document the state tax-exempt status of the qualified card. In addition, some merchants may require additional card data that must comply with the PCI Security Standards as further detailed in Section 5.9 – Card and Data Security. If a cardholder does get charged Colorado state sales tax, they should work with the merchant to get the sales tax credited back to their card. However, if the merchant is not willing to do so, sales tax is not a disputable charge with the bank. The cardholder should complete a Commercial Card Violation Warning Form and keep it with their statement.
• The Individually Billed Travel Cards do not qualify for State tax-exempt status. Therefore, the card should be charged appropriate taxes for purchases in the State of Colorado, other states and foreign countries. The hot stamp for the Individual Travel Card is located on the front, left-hand corner of the credit card and will not have a tax-exempt number. The verbiage generally indicates: Not State Tax Exempt.

Program Auditing

• The Entities CCARD Program and transactions should be routinely reviewed and audited. The following items should be looked for when auditing cardholders:
  • Cardholder signature and date on the card statement
  • Approver signature and date on the card statement
  • Supporting documentation is complete
  • Any necessary prior approvals were obtained
  • Official Function forms
  • Account number concealed on ALL documentation
  • Files are kept in a secure area
  • Split transactions
  • Sales tax
  • Commercial Card transaction log is complete (if utilized)
  • Purchase was allowable and authorized
  • Commercial Card sharing or unauthorized use
  • State awarded vendors are used when required
  • Appropriate travel forms and authorizations
• To assist with program auditing, the U.S. Bank Access Online system includes the U.S. Bank Custom Reporting System and the Payment Analytics Tool, which provides:
  • Online access to consolidate cardholder data to simplify the audit processes
  • Allows users to generate custom reports
  • Automatically flags potential transaction violations or fraudulent activity by uncovering possible exceptions quickly and easily, ensuring that cardholders are adhering to organizational guidelines and policies
  • Based on transaction activity criteria defined by your Program Administrator and audit specialists, the Payment Analytics Tool profiles card transactions and automatically flags exceptions
  • Provides a complete snapshot of transaction activity across your card program
• Best Practice:
  • Audit a specified number of Cardholders and Approving Officials each month based on a defined risk plan.
  • Have split purchase reports reviewed regularly by the Program Administrator and ensure that appropriate follow-up is conducted on questionable purchases.
  • Identify and utilize different reports as part of transaction auditing.
  • Involve internal audit in monitoring the program.
• Have the Program Administrator review Cardholder status and make appropriate changes on at least an annual basis (monitor how frequently each Cardholder is actively using their card, compare the Cardholder's frequency of use to their credit limit, etc.)
• Cancel cards with little or no activity – determine why the card is not being used.
• Institute processes that verify each transaction and random auditing by accounts payable staff as measures for reconciling the Commercial Card statement for payment.
• Review Declined Transaction Report to identify potential attempts of misuse or fraud.

Card and Data Security

• Card Security: Each cardholder is responsible and accountable for the security of their card, and therefore should:
  • Never display their card account number around their work area
  • Never give his or her card account number to co-workers
  • Never email or fax full account numbers under any circumstances
• Best Practices:
  • Comply with all Colorado Governor's Office of Information Technology cybersecurity best practices to ensure the safety and security of your U.S. Bank card and personal information.
  • Office of Information Technology Standards, Policies and Guides
• Cardholder must contact U.S. Bank Commercial Card Customer Services immediately if their card is lost or stolen at 1.800.344.5696 or outside the U.S. 701.461.2010 collect. They are also required to notify their Program Administrator.
• When running reports from U.S. Bank Access Online, you cannot pull a full 16-digit card account number from the system.
• When running reports from U.S. Bank Manager – U.S. Bank Custom Reporting System select the short account number, attribute rather than the full account number in case the report is exported, printed or emailed.
• Merchant Rules: Cardholders should be aware of the VISA Merchant Rules designed to protect credit cards and cardholder data. The information below will assist cardholders with maintaining personal and card related data security. VISA Merchant Rules and Regulations include the following:
  • The Merchant shall not impose a requirement on Cardholders to provide any personal information, such as a (i) home or business telephone number, (ii) home or business address, (iii) driver’s license number, (iv) photocopy of a driver’s license or (v) photocopy of the Card, as a condition for honoring a Card unless such information is required (a) for mail order, telephone order, or delayed delivery transactions; (b) the transaction amount exceeds a predetermined dollar limit set by MPS; or (c) the information is required by the Card issuer. Except for the specific circumstances cited above, the Merchant shall not refuse to complete a sales transaction solely because a Cardholder who has complied with all the conditions for presentment of a Card at the point-of-sale refuses to provide such additional personal information.
  • Merchants are required to meet the various audit requirements imposed on them by public entities therefore, it would be expected that limited information may be provided. An example would be providing a copy of the front of the credit card only while ensuring the complete card number is not exposed.
  • VISA Fraud Prevention Tools: Appropriate preventive action can help reduce fraudulent transactions and potential customer disputes. These tools and controls are to verify the legitimacy of the VISA cardholder and the card in every “card-not-present” transaction.
  • Address Verification Service (AVS) Allows card-not present merchants to check a VISA cardholder’s billing address with the card Issuer [U.S. Bank]. The merchant includes an AVS request as part of the authorization and receives a result code indicating whether the address given by the cardholder matches the address on file with the Issuer.
  • Card Verification Value 2 (CVV2) Is a three-digit number imprinted on the signature panel of VISA cards to help card-not-present merchants verify that the customer has a legitimate card in hand at the time of the order. The merchant asks the customer for the CVV2 code and then sends it to the card Issuer as part of the authorization request. The card Issuer checks the CVV2 code to determine its validity and then sends a CVV2 result back to the merchant along with the authorization. CVV2 is required on all VISA cards.
  • To protect CVV2 data from being compromised, VISA U.S.A. Inc. Operating Regulations prohibit merchants from keeping or storing CVV2 numbers once a transaction has been completed.
  • Verified by VISA (VbV): Enables e-commerce merchant’s validation of cardholder’s ownership of an account in real-time during an online VISA card transaction. When the cardholder clicks “buy” at the checkout of a participating merchant, the merchant server recognizes the registered VISA card, and the “Verified by VISA” screen automatically appears on the cardholder’s desktop. The cardholder enters a password to verify his or her identity and the VISA card. The Issuer then confirms the cardholder’s identity.
• Payment Card Industry (PCI) Security Standards require the following regarding protecting credit card data:
  • Protect cardholder data
    • Cardholder data refers to any information printed, processed, transmitted or stored in any form on a payment card. Entities accepting payment cards are expected to protect cardholder data and to prevent their unauthorized use – whether the data is printed or stored locally or transmitted over a public network to a remote server or service provider.
  • Protect stored cardholder data:
    • In general, no cardholder data should ever be stored unless it is necessary to meet the needs of the business. Sensitive data on the magnetic stripe or chip must never be stored. If your organization stores PAN, it is crucial to render it unreadable.
    • Limit cardholder data storage and retention time to that required for business, legal, and/or regulatory purposes, as documented in your data retention policy. Purge unnecessary stored data at least quarterly.
    • Do not store sensitive authentication data after authorization (even if encrypted). See guidelines in table below. Issuers and related entities may store sensitive authentication data if there is a business justification, and the data is stored securely.
    • Mask PAN when displayed; the first six and last four digits are the maximum number of digits you may display. Not applicable for authorized people with a legitimate business need to see the full PAN. Does not supersede stricter requirements in place for displays of cardholder data such as on a point-of-sale receipt.
    • Render PAN unreadable anywhere it is stored – including on portable digital media, backup media, in logs, and data received from or stored by wireless networks. Technology solutions for this requirement may include strong one-way hash functions of the entire PAN, truncation, index tokens with securely stored pads, or strong *cryptography.
    • Protect any keys used for encryption of cardholder data from disclosure and misuse.
    • Fully document and implement all appropriate key management processes and procedures for cryptographic keys used for encryption of cardholder data.
    • Cryptography uses a mathematical formula to render plaintext data unreadable to people without special knowledge (called a “key”). Cryptography is applied to stored data as well as data transmitted of a network.
    • Encryption changes plaintext into cipher text.
    • Decryption changes cipher text back into plaintext.
• Best Practice:
  • Address PCI Compliance with Suppliers - All card-accepting merchants must comply with the various security-related requirements set forth within the Payment Card Industry Data Security Standard (PCI DSS).
  • Include standard “PCI language” within supplier agreements. Examples of the PCI Data Security standards can be found here or refer to the PCI Compliance Guide found here.

Training

• Educating cardholders on Commercial Card policies and procedures is critical to the success of the program. Therefore, each Participating Entity shall develop and maintain a Commercial Card Program training curriculum, as well as have established procedures for training cardholders. All program participants are required to attend training and sign an agreement to follow Program policies and procedures prior to receiving their card.
• To assist with training needs, U.S. Bank provides computer-based training within the U.S. Bank Access Online System. To access the training, follow these steps: Log into the U.S. Bank Access Online system, then in the left-hand column/navigation, select link marked Training.
• At a minimum, the Participating Entity’s training curriculum should include:
  • Program description (One Card, PCard, Travel Card)
  • Expectations for:
    • Cardholders
    • Card Custodians
    • Designees
    • Approving Officials
    • Fraud, dispute, personal liability and card & data security
    • Use of State price agreements
    • Allowable purchases
    • Prohibited purchases
    • State Tax Exempt certificates and procedures
    • Statement review, required documentation and reconciliation
    • Attendee sign-in and evaluation of training
• Best Practice:
  • Require successful completion of a test after Cardholders and Approving Officials complete their mandatory training
  • Test results often reveal topics that may need more clarification and/or additional training
  • Consider testing not only at the time of issuance but at the time of renewal or annually
  • Specify expectations (i.e. passing the test, consequences of not passing, taking the test at the time of renewal and/or in response to chronic non-compliance, etc.)
  • Offer additional training, as needed, to Cardholders and Approving Officials.
  • Send electronic reminders to Cardholders, Approving Officials and Reallocators outlining their program responsibilities.
  • Develop in-depth guidance and make it available online to Cardholders, Approving Officials and Reallocators.
  • Include a copy of and discuss the "State of Colorado Procurement Code and Code of Ethics" during training.
  • Develop and maintain an agency CCARD website, which includes a "Frequently Asked Questions" section.
  • CCARD transactions may be subject to the Colorado Open Records Act (CORA), therefore transactions are limited to official business only.
  • Training should be conducted periodically to ensure ongoing compliance.

Environmentally Preferable Purchasing (EPP)

• Environmentally Preferable Products are defined as products or services that have a lesser or reduced adverse effect on human health and the environment when compared with competing products or services that serve the same purpose. Through a series of executive orders starting in 2003, Colorado State government has led by example in reducing energy consumption, increasing use of renewable energy, decreasing the environmental impact of State vehicles, and reducing greenhouse gas emissions. Executive Order (EO) D2015-013 (10/28/2015)

Section 6: Program Management

This section of the Commercial Card Manual provides the necessary details for Program Management while providing the flexibility to meet the various needs of participating entities. For example, at a minimum, the Prohibited Transactions list shall be enforced. However, entities may provide more stringent requirements for their cardholders. Incorporated within these expectations are Best Practices for consideration to assist with the success of your Program.

Guidelines, Policies and Procedures

• The Participating Entity shall establish Commercial Card program policies, procedures and guidelines that meet the minimum requirements of the Statewide Commercial Card Program. The specific requirements of this manual should be incorporated into the participating entity’s written documentation. The participating entity may implement stronger restrictions and controls based on their internal procurement and accounting policies.

Handbook or Manual

• The Participating Entity should develop and maintain a handbook, manual or website for all program participants clearly outlining the program requirements and individual roles, responsibilities and procedures.
• Best Practice:
  • An annual review of procedures, compliance audit and adjustment of policy is advisable, especially as the program grows and changes.

Prohibited Transactions

• The PCard may NOT be used for the following purposes:
  • Purchase of goods and/or services for personal use or for the personal benefit of another individual
  • Splitting a purchase to circumvent single purchase dollar limits or cardholder credit limits. It is a statutory violation to split a single purchase to circumvent limits and such action is subject to the provisions of the State Controller’s policy entitled “Statutory Violations”. State Fiscal Rules require a commitment voucher for (most) single purchase needs over $5,000 (required for PCard, One Card and TCard transactions). See fiscal rules for exemptions to encumbrances. The set dollar threshold includes shipping and any other associated costs. A single purchase need identifies single or multiple items that are purchased from one vendor and that are all known to be needed at the time of the first transaction. Purchases cannot be split based on different funding sources, programs, different recipients, different delivery locations, differing functionality of the items, etc.
  • Cash advances such as cash back with a purchase, cash credit returns, traveler’s checks, money order, and ATM transactions
  • Travel related transactions (e.g. airline travel, automobile rentals, lodging), the One Card or TCard should be used instead
  • Automobile related products and services, the State Fleet Card administered by State Fleet Management should be used instead
  • Unauthorized purchases that may generally be considered legitimate but are disallowed or not approved by a Cardholder’s supervisor or entity policies
  • Unauthorized purchases as noted in the Merchant Category templates assigned by card
  • The TCard may NOT be used for the following purposes:
    • Purchase of travel related transactions for personal use or for the personal benefit of another individual
    • PCard related transactions (e.g. office supplies, computer hardware, etc.), the PCard or One Card should be used instead
    • Automobile related products and services, the State Fleet Card administered by State Fleet Management should be used instead
    • Unauthorized purchases that may generally be considered legitimate but are disallowed or not approved by a Cardholder’s supervisor or entity policies
    • Unauthorized purchases as noted in the Merchant Category templates assigned by card
• Best Practice:
  • Establish written policies regarding both types of purchases – allowable and prohibited

Merchant Forced Transactions

• Commercial Cards are accepted by a variety of merchants that process transactions, only if approved by their issuing bank, thereby abiding by the card controls in place. Transactions are processed as follows:
  • Merchant transaction processing is typically a two-step process:
    • Merchant authorizes transactions against card controls (MCC, limits, exp date, etc.) and if approved receives an authorization number.
    • Merchant submits the transactions for payment from the bank. In rare instances, merchants will circumvent the authorization process and only perform step 2 – forcing the transaction through without authorizing any of the card controls and not receiving authorization number.
    • If this does happen, the merchant has forfeited all dispute rights, and the transaction can be disputed. Unless the merchant can provide a valid authorization number, the dispute will be resolved in the cardholder's favor.

Merchant Category Code Controls

• Commercial Cards (PCards, One Cards and TCards) contain a feature that can block purchases made at specific types of merchants by using their designated Merchant Category Code (MCC). Effective management of the type of transactions accessible to each card type will be facilitated by the MCC Group (MCCG) template(s) assigned to the card. Specific Groups (as defined by U.S. Bank) have been created and include merchant category codes therefore, the list of codes in each Group are those that are open for use by the cardholder. The groups have been developed to address the varied business needs of the cardholder and the type of card. Each card can have up to nine (9) MCCGs assigned to the card and/or group of cards.
• Participating Entities can set up as many “Groups” as they want. However, the entity MCCGs cannot be modified online. Therefore, any modifications to an entity MCCG will require authorization by the Participating Entity Program Administrator and facilitated through the U.S. Bank Account Coordinator. The State Commercial Card Program Manager is available to assist with facilitating these types of requests.
• Each group can have up to 75 MCC’s (a range of codes counts as two). Specific MCCGs have been developed to facilitate situations that may require special / temporary use.

Violations and Consequences

• It is the Participating Entity’s responsibility to ensure that all cardholder purchases are only for items necessary to carry out their job requirements and comply with State Procurement Rules, Fiscal Rules, Personnel Rules, Code of Ethics, and Commercial Card Program requirements.
• Program Administrators, in conjunction with their Human Resource organization, should consider developing and documenting guidelines that include disciplinary action for violations of rules and program guidelines. Violations can range from inadvertent or simple mistakes to negligence and/or fraudulent use of the Commercial Card. Program Administrators should ensure that all Program participants (Cardholders, Card Custodians, Designees, Approving Officials, Liaisons, etc.) are informed of rules and guidelines. Disciplinary actions should be uniformly and consistently applied throughout the Participating Entity. Violations, disciplinary action, etc. should be documented and maintained in a secure file.
• Additionally, Fiscal Rule 2-7, section 3.4 states expectations on misuse reporting in regard to State Commercial Card use:
  • “All incidents of State Commercial Card misuse that are recurring, significant, or in excess of $500 shall be reported in writing to the State Controller annually and shall be submitted to the Office of the State Controller by November 1 each year. This report should include results of any investigation or follow-up including corrective measures implemented to prevent or reduce the likelihood of future occurrences. All incidents of Commercial Card suspected theft, or embezzlement shall be reported according to Fiscal Rule 1-2.”
  • Contact the State Commercial Card Program Manager with reporting or compliance questions.
• Best Practice:
  • Establish and communicate written policies outlining types of violations and their consequences.
  • Include Commercial Card program policy and procedure compliance as part of the Cardholder's job performance review.
  • Utilize card cancellations and other disciplinary actions for violations of program policy.
  • Review agency program policy annually to ensure that proper actions are taken when warranted.
  • All cardholders are required to sign the Commercial Card Cardholder Agreements that include payroll withholding language for Individually Billed Travel Cards and retain as indicated in Section 7.13 RECORD RETENTION.

U.S. Bank Access Online Account Management

• The State and Participating Entities have access to the following real time capabilities using U.S. Bank’s Access Online Card Management system:
  • Card Issuance / Re-issuance
  • Card Deactivation / Suspension
  • Credit Limit Adjustments
  • Merchant Category Code Group Limits
  • Manage cardholder information
  • Assign cardholder default accounting codes
  • View declined authorizations
  • System User Additions & Deletions

U.S. Bank User Entitlements

• Each user in U.S. Bank Access Online is set up with specific entitlements, which determine what they can do in the system and what information they can view.
• U.S. Bank User Entitlements List
• Best Practice:
  • Determine Electronic Processes
  • Most aspects of your Commercial Card Program can be facilitated through the use of electronic processing and automation:
    • Flow of Commercial Card data to the applicable accounting system
    • Payment processes
    • Card maintenance, including requesting new cards, maintenance of existing cards, and cancelations
    • Online transaction reconciliation
    • Audit reporting
    • Incorporating electronic processes into your Commercial Card Program will save time, increase efficiencies and minimize risk.

Section 7: Standard Program Procedures

This section of the Commercial Card Manual provides the necessary details for participating entities to develop Standard Program Procedures. These procedures shall incorporate the U.S. Bank and State procedures provided herein and may be enhanced to meet the needs of participating entities. Incorporated within these expectations are Best Practices for consideration to assist with the success of your Program.

Requesting a Card

• All Participating Entity employees may be eligible to become Commercial Card cardholders. Supervisors must approve employees as Cardholders based on their job responsibilities and their need to travel and/or make purchases. Supervisors also are responsible for recommending card limits as discussed below. The Program Administrator then approves card limits when ordering the card.
• The appropriate Cardholder Agreement form must be completed and retained by each Participating Entity.
• New card requests are processed electronically through U.S. Bank Access Online. Each Participating Entity determines their preference with who initiates the card request in the U.S. Bank system and how the approvals are processed. Access Online controls do not allow a cardholder to request a card and/or process a card without the electronic authorization by designated approvers. There are three options for initiating applications:
  • Program Administrator (PA) initiated applications
    • PA enters all necessary information
  • Cardholder initiated applications PA Approval
    • Cardholder enters new account information
    • Routed to PA for electronic approval
  • Cardholder initiated applications Supervisor Approval PA Approval
    • Cardholder enters new account information
    • Routed to Supervisor for electronic approval
    • Routed to PA for electronic approval
• For the Verification number on the application, an Employee ID or all 9’s should be used instead of the cardholder’s social security number for all cards. The application requires the Cardholder information, reporting hierarchy, Cardholder controls (limits) and the default accounting code for transaction charges. The Cardholder’s supervisor must approve the form and submit it to the Program Administrator, who reviews it for completeness. The Program Administrator approves the request.
• Credit Card Field Sizes
  • Account Number: 16 characters
  • Expiration date line: 4 characters (MO/YR)
  • Name line 1: 24 alpha-numeric characters (including spaces)
  • Renewed Cards: U.S. Bank will provide the Cardholder with a new Card approximately 30 days prior to the expiration of their current card. The new card may be activated prior to the expiration date of the old card. The old card becomes inactive upon activation of the new card.
  • The PA secures the card until it is provided to the Cardholder.
• Cards are issued to Cardholders after mandatory training is completed and a Cardholder Agreement Form is signed.
• Avoid last minute card requests by providing clear guidance to employees in regard to the Participating Entity’s card request policy.

Credit Limits

• Credit limits and other controls are established when the card is authorized and approved. Except as authorized Participating Entity Policy, at no time shall cards be used for single purchases costing more than established thresholds. Lower single purchase limits based on the cardholder’s business needs. Each card can have the following spending/velocity limits based on anticipated needs:
  • Dollar Amount Per Single Transaction
  • Number of Transactions Per Day
  • Dollar Amount Per Day
  • Number of transactions Per Cycle
  • Total Amount Available Per Cycle
  • Excluded Merchant Category Codes

Payment Impact to Credit Limit [Centrally billed Accounts]

• The Program Administrator establishes a credit limit (may be referred to as a cycle limit) on the account. Transactions reduce the available credit limit for the cardholder. The cardholder credit limit will refresh back to the full credit limit the first day of the new billing cycle (approximately the 26th of the month). Making payments has no impact to the cardholder credit limit.
• Example: Tony Smith has a credit limit of $15,000. He makes $5,000 worth of purchases; his available credit limit is then $10,000. If ENTITY submits a payment of $3,000, his available credit limit will still be $10,000. The credit limit will refresh back to $15,000 automatically the day after cycle close.
• Although centrally billed accounts may be referenced as having a cycle limit, you will always complete the credit limit field on U.S. Bank forms/systems.

Payment Impact to Credit Limit [Individually Billed Accounts]

• The Program Administrator establishes the credit limit on the Individually Billed Travel card account. Transactions reduce the available credit limit for the cardholder to make purchases. Only making payments can replenish the available credit limit on the account.
• Example: Tony Smith has a credit limit of $15,000. He makes $5,000 worth of purchases; his available credit limit is then $10,000. If he submits a payment of
  $3,000, his available credit limit will be $13,000.

Card Distribution, Activation and Custody

• Cards are to be distributed upon satisfactory completion of training sessions. The Cardholder must safeguard the card by signing it immediately upon receipt. Each card must be activated in accordance with the procedure explained on the card.
• The Cardholder is responsible and accountable for the Commercial Card and its use at all times. The Cardholder’s entity is liable and responsible for payment of all centrally billed (corporate liability) transactions unless they are successfully disputed. The cardholder is responsible for payment on the Individually Billed Travel cards (joint/several liability). Only if an Individually Billed Travel card reaches 90 days past due will a payment be required by the Cardholder’s entity.
• Provide each Cardholder with a plastic or vinyl "credit card case" in which they are to keep their Commercial Card. Insert the card itself into one side of the case on the other side of the case provide a list of unauthorized transactions, tax- exempt information, etc.
• Use of a “credit card case” will keep the Commercial Card separate from the Cardholder's personal credit cards and should help prevent the Cardholder from inadvertently using the Commercial Card for personal purchases.
• Remind cardholders that Commercial Card transactions may be subject to the Colorado Open Records Act (CORA). Therefore, transactions are limited to official business only.

Commercial Card Use - Approvals and Authorizations

• All purchases must comply with standard procurement rules, policies and procedures. Additionally, a Cardholder’s supervisor will advise the Cardholder of any entity specific expectations on use of the card (including pre-approvals). For example, a Cardholder may have a single purchase limit of $500 for the card; however, a supervisor may want to be verbally informed of all single purchases over $250. In addition to ensuring that a cost is reasonable and necessary, if purchases are made against a grant or charged to a particular fund, the Cardholder is responsible for ensuring that the charges are allowable. Additional rules may apply to all entities that travel using grant funds, such as Federal grants, which require compliance with the Fly America Act. Additionally, the following should always be considered before making a purchase:
  • Are prior approvals required and if so, completed?
  • Are appropriate travel authorization forms signed and approved?
  • Are the goods or services available from a price agreement vendor?
  • Check the State Price Agreements for current information

Placing an Order

• Orders may be placed in person, by phone, fax, e-mail, internet or mail. If the order is placed over the Internet, make sure it is a secure web site (e.g. “https:”). If the order is placed by fax, call the merchant and provide the card number instead of including it on the fax documentation. If the card number is provided over the telephone, the Cardholder should be aware of others in their surrounding area that may hear the card information.
• When an order is placed, the following information may be required by the merchant:
  • If the purchase is State tax exempt:
    • Merchants may require a copy of the State tax exempt certificate
    • State tax exempt number is generally provided on Commercial Cards
    • The purchase is subject to all applicable discounts for the State of Colorado, any government discounts or price agreement pricing, if applicable
    • Cardholder’s name
    • Delivery instructions
    • Request documentation showing the details and pricing for each item ordered
• Colorado Correctional Industries (CCI): The PCard or One Card can be used for furniture purchases with CCI. Statute (Colorado Revised Statute 17-24-111 (1) (a)), requires all State agencies to procure all office furniture from CCI. If they cannot provide the furniture you require, then you must receive approval from CCI through a formal waiver request prior to purchasing furniture from a different vendor. See the CCI Price Agreement for more information. Any furniture purchases made on the PCard, or One Card outside of these guidelines may be subject to a purchasing violation and personal liability.

Reservations Using the Centrally Billed Travel Card

• Auto rental and/or lodging reservations can be made using the state tax-exempt Centrally Billed Travel Card for infrequent travelers. If making an auto rental reservation for another individual, using one of the State Price Agreements, the card being used must be registered with the awarded auto rental agency. This process allows rentals to be placed on a Centrally Billed Travel Card without having the card present at the time of rental, while ensuring all associated contract terms/conditions apply. The secure process of registering the Centrally Billed Travel Card varies by merchant.
• Lodging reservations and subsequent charges using the Centrally Billed Travel Card are tax-exempt in the State of Colorado only. Travelers are required to provide a personal card at the time of check-in for incidentals (e.g. movie rentals, in-room snacks & beverages). Therefore, only lodging and associated out-of- state taxes should be charged on the Centrally Billed Travel Card. Acceptance of the Centrally Billed Travel Card for infrequent travelers requires proper documentation be provided to travelers and may require additional card information by the individual lodging property at the time of reservation (e.g. Credit Card Authorization form).
• Best Practice:
  • Provide a copy of State Tax-exempt certificate to the traveler along with a copy of the lodging confirmation.
  • Some pertinent card information may be required at the time of reservation.
  • Be sure the information requested by the lodging property is in compliance with the PCI security standards.

Declined Transactions

• Below are the most common reasons for a purchase being declined and what to do:
  • You did not activate your card. Call the 800 number on your card and activate it.
  • The vendor is entering the wrong expiration date (or CVV2 if an Internet, telephone or mail order transaction). Verify the merchant is entering the correct number(s).
  • The transaction exceeds your per transaction or per cycle dollar limit. Check your limits and how much you have spent on the card
  • The vendor is an excluded merchant. Contact your Program Administrator to see if the merchant’s MCC can be included.
  • You provided an incorrect or incomplete mailing address for Internet, telephone or mail order transaction. Provide the correct information.
• Cardholders or Program Administrators can log into U.S. Bank Access Online to view the reason transactions are being declined. If the reason for decline still cannot be determined, contact U.S. Bank Customer Service at 1.800.344.5696 for an explanation.

Changes in Card Information or Purchase Limits

• Cardholders should contact the Liaison, Approving Official, Card Custodian or Program Administrator for any necessary changes. For example: card limit changes, address changes, assigned MCC changes, changes in default account codes, etc. The Cardholder’s supervisor must approve all changes.
• When mail is returned due to an incorrect address, the card is put on hold. A block is placed on the account until the cardholder calls and updates the address. is returned to prompt them to update their demographic information.

Disputed Transactions

• A dispute exists when a Cardholder determines that a charge is improper or inaccurate. Some examples of transactions that should be disputed include:
  • Unauthorized charges
  • Differences between the amount authorized and the amount charged
  • Duplicate charges
• Non-receipt of goods
• Returned goods that were not credited
• Unrecognized charges
• The Cardholder must first attempt to resolve the dispute directly with the merchant. Document the dates, time, and matters discussed with the merchant. If the matter cannot be resolved before the end of the billing cycle, the Cardholder needs to complete a Transaction Dispute form and submit it to U.S. Bank.  A copy of the Transaction Dispute form is also to be kept with the cardholder’s monthly statement.
• The Participating Entity has 60 calendar days from the date of the transaction to dispute a questioned transaction in accordance with contract terms. As a result, any dispute not resolved directly with the merchant within 30 calendar days after the transaction date should be formally disputed with the bank.
• The Cardholder may be asked to sign a letter acknowledging the dispute and the type of dispute (e.g. non-receipt of goods, fraud, forgery, etc.). U.S. Bank will then contact the merchant for authentication of the charge. If the merchant cannot provide documentation or does not respond, the issue is resolved in favor of the Cardholder.

Canceling a Card

• The Commercial Card must be returned to the Approving Official or Program Administrator if a Cardholder or Card Custodian leaves employment with the State, or transfers to another division. Transfer within the same division may also require the return of the card depending on the Cardholder’s job responsibilities. A Receipt of Returned Card Form needs to be completed, with a copy provided to the employee, and the original retained in the Approving Official’s or Program Administrator’s file.
• Establish procedure(s) with Human Resources to ensure timely closure and destruction of card, and issuance of the Returned Card Receipt Form for any Commercial Card account(s) affected by employee termination, retirement, transfer, etc.

Temporary Absences

• In the event of a temporary absence for maternity leave, military leave or other extended leave, single transaction limits should be lowered to one dollar. It is the responsibility of the supervisor or unit manager to notify their Commercial Card Administrator of an employee’s prolonged temporary leave of absence.
• Note: To ensure liability protection, please see Section 7.14 for required steps if an employee is terminated and there is a suspected or actual card misuse.

Lost or Stolen Cards

• Cardholders are to report lost or stolen cards to the bank immediately. Call the bank directly at 1.800.344.5696. The Cardholder must also inform the Liaison or Program Administrator and request a replacement card. Additionally, Cardholders are to report cards that were ordered and never received. The Participating Entity is not liable for any unauthorized charges made prior to the lost or stolen card being reported to the bank.
• Best Practice:
  • Encourage the practice of cardholders entering the card issuer’s customer service phone number into their cell phones upon card issuance. Doing so will allow them to quickly report a lost or stolen card.
  • Set up a report within Access Online on a subscription basis that would list all card accounts that have a lost/stolen credit status.

Fraud Process

• U.S. Bank’s Fraud Department monitors cards for suspicious activity and unusual patterns of use. If U.S. Bank has been pre-advised of the potential for unusual purchases, the transaction may not ‘trigger’ a fraud flag, nor should the cardholders experience any difficulty using their card (e.g. account noted for an international trip).
• An example of an unusual purchase pattern would be Jewelry and Pawn Stores. A temporary block will be added to the card until the fraud team makes contact with the cardholder and the charge is verified. Therefore, it is important to maintain accurate contact information within U.S. Bank Access Online Manager. When the Fraud Department flags a suspected fraudulent transaction, the transaction should be reviewed within 30 minutes. The Fraud Department will attempt to contact the cardholder as follows:
  • If there is a valid phone number on the account:
    • 1st attempt they will leave the cardholder a message
    • 2nd attempt they will call and leave the cardholder a message and send a letter
    • 3rd attempt they will call the PA
  • If there is an invalid phone number:
    • 1st attempt they will send a letter and remove the invalid number
    • 2nd attempt they will call the PA
    • U.S. Bank policy requires attempts to contact the cardholder every five (5) days
• When a cardholder calls the bank to report fraudulent activity, the following steps will be taken:
  • The Fraud Department will execute a close and transfer on the affected card. This means unbilled (mid-cycle) transactions will be transferred to the new card account. This will include the fraudulent transaction(s) so the cardholder can continue to identify transactions that are fraudulent. At this time, a fraud affidavit is mailed to the cardholder to complete.
  • If an authorization, fraudulent or not, is obtained by the merchant, the transaction will post to the card account. It can take up to 7 business days for all authorized transactions to post to the card account. All transactions must be viewable by the cardholder to ensure they capture them for the affidavit.
  • It is recommended to wait for cycle close to review all transactions to be all inclusive when submitting the affidavit. There is not a 30- or 60-day limit for sending in the affidavit.
  • When the Fraud Department receives the completed affidavit, the fraudulent transactions will be removed from the card account.
• Best Practice:
  • Encourage cardholders to maintain accurate contact information in Access Online, which includes cell-phone numbers, to ensure U.S. Bank’s Fraud Team can contact them as necessary.
  • Encourage cardholders to sign up to receive fraud alerts in the U.S. Bank Access Online system.
• Note: Entities are liable for their employee’s fraudulent charges.

Record Retention

• Commercial Card records must be retained in accordance with the timeline prescribed in the Department of Personnel & Administration’s Financial Record Retention Guidelines, except as defined by grant requirements or other external parties' requirements. Records include itemized receipts or bills of sale detailing the description, quantity and price of items purchased, and the accounting code the transaction was posted to. All records must be available for review or audit.

Visa® Liability Waiver Program

• The Visa® Liability Waiver Program is set up to provide protection for employee misuse of credit card privileges up to $100,000 per cardholder provided that all program requirements are met. Program requirements include notifying the employee in writing of the cancellation of the card and terminating the Cardholder from employment. There are no deductibles to the company for the Visa® Liability Waiver Program. The Affidavit Waiver of Claim Form must be signed & submitted to U.S. Bank along with the Notification of Termination Letter within 90 days of the employee’s termination date. Other conditions may apply.
• Program Administrators, Liaisons, Card Custodians and Approving Officials should be knowledgeable about the Visa® Liability Waiver Program requirements before an incident occurs. This is because coverage is affected by the timing of the agency’s actions at every stage of the process.
• Note: If a Participating Entity fails to notify the bank, retrieve and cancel a terminated employee’s credit card, there is NO liability protection whatsoever for employee misuse.

Personal Services and 1099 Reporting

• The IRS issued final regulations in August 2010 addressing new IRC section 6050W which eliminated 1099 reporting by end-user organizations (e.g. State of Colorado) effective 2011. Non-card payments (e.g., check, ACH) are still subject to 1099 reporting.
• Personal Services are currently subject to: CRS 8-17.5-101, 102 (HB06-1343, HB07-1073, SB08-193) [e.g. unauthorized immigrants].
• Note: This Section is provided for general guidance only. Program Administrators, Liaisons, and Cardholders should contact their department controller or chief fiscal officer of each institution of higher education for specific information.

Purge Process

• The purge time frame for all accounts in the U.S. Bank system is approximately 18 months, based on systematic flags. Accounts will automatically flag for purge from the system when the following criteria have been met (with the exception of accounts in Bank 3353):
  • Account has a zero balance (a memo balance, a real dollar balance owing or a credit balance would fail this piece of the criteria)
  • Account has a negative credit rating: (F1, FA, FR, M9, S1, R9, B3, T9, V9, Q9, P9)
  • Account is inactive (no financial activity) for 6 months or more

Cash Advances

• Certain entities are able to authorize cash advance functionality on certain cards. This functionality must be approved at the entity level prior to enabling this option for a specific card. The ability for cash advances is available for Individually Billed (joint/several liability) Travel cards only.
• To facilitate these requests cardholders are required to document their need for the cash advance functionality being enabled. Entities may choose to require Supervisors approval prior to submission to Participating Entity’s Program Administrator or Travel Compliance Designee [TCD]. Once approved by the PA or TCD, the request shall be submitted to the State Commercial Card Program Manager. This authorization process ensures the Program provides appropriate controls are in place for providing cash advances to a cardholder. Therefore, it would not be feasible for a cardholder to have cash enabled without proper internal authorization. The amount of cash available to a cardholder is managed by Cash Access Controls based on a percentage (%) of the credit limit, cash access limit amount, number of cash transactions limit, etc.
• Once Cash Access has been authorized, U.S. Bank will provide the cardholder with a personal identification number (PIN) in order for cardholders to obtain cash at an ATM. Cardholders may also receive cash advances from financial institutions (bank teller) that honor U.S. Bank cards, however this type of cash access may be subject to local restrictions and the amount of the cardholder's available cash. Additional fees do apply for each cash advance transaction obtained through an ATM. Additional fees may apply when getting a cash advance at a bank or other financial institution (without using an ATM).
• PINs are obtained by calling the service phone number on the back of the credit card. The cardholder can call the voice response unit (VRU) and set the PIN themselves. The VRU will ask for the last four [4] digits of the SSN or Employee ID. If the cardholder is unable to verify, they will be asked to verify two of the following: business phone, home phone, statement address, last four [4] of the Employee ID.

Credit Refunds

• Should a cardholder overpay or submit a duplicate payment on an Individually Billed Travel Card, causing a credit balance on their card account, they may request a credit balance refund by contacting their Program Administrator.
• Refund requests will only be processed subsequent to a Program Administrator contacting Customer Service or the U.S. Bank Account Coordinator. Credit Refunds apply to the Individually Billed Travel (joint/several liability) cards only.

Section 8: Program Enhancement

Large Ticket Transactions

• The large ticket programs created by Visa® and MasterCard® are designed to encourage suppliers to accept commercial cards for higher dollar transactions. Below are the requirements of Visa’s® program:
  • Purchase and One Cards only (Business to Business, not travel)
  • Merchant must submit Level II and Level III data
  • Non-travel services MCC
  • Transaction value greater than $4,100
  • Merchant must register for Visa’s® program through their merchant bank
  • The merchant and/or transaction must meet all requirements in order for the transaction to be considered a large ticket transaction.
  • Large ticket transactions are identified by the card associations (Visa® and MasterCard®) within U.S. Bank’s records and flagged for review during rebate analysis. Any transactions that qualify as large ticket earn a rebate of 135 basis points (1.35%).
  • For reconciliation purposes, U.S. Bank provides a list of those transactions classified by Visa® as large ticket as part of the rebate analysis, calculation and payment of an entity rebate.
• Large Ticket Sales Volume rebate shall be calculated separately for each Participating Entity based on the Large Ticket Sales Volume, as noted by the bank card association network, for each Participating Entity.
• In rebate calculation, the Aggregate Annual Sales Volume means the sum of purchases less returns, credits, cash advances and Large Ticket Transactions for each Participating Entity.
• The merchant and/or transaction may have to meet additional requirements as determined by Visa®.

Virtual Card Accounts

• Virtual Card Accounts (VCAs) are a next generation payment tool. VCAs increase transaction security and control over Entity expenses by enabling Participating Entities to generate unique virtual card numbers based on specific purchasing needs. It provides secure, single use card processing, without having to engage merchants in a separate sign up or processing plan. VCA numbers also minimize exposure to fraud. Participating Entities can customize, and pre-set authorization parameters as needed for each transaction to manage spend more effectively, pre-approve every purchase by setting hierarchy approvals to reduce unauthorized transactions and use 23 user-defined fields to customize data and simplify the reconciliation process. Pricing and qualification for participation in this solution is subject to individual Entity negotiations.
• Each participating entity will receive a basis point (percentage) of their quarterly standard and non-standard volume as rebate incentive.

U.S. Bank Program Optimization

• Increase Efficiency, Reduce Costs, Increase Rebates
• U.S. Bank’s Optimization Services Team can help your organization achieve greater benefits from your Commercial Card program. U.S. Bank’s consultative service, for which there is no cost, will identify ways to enhance program performance and maximize card use to:
  • Increase efficiencies by maximizing the use of your organization’s Commercial Card program
  • Reduce costs by decreasing the number of purchase orders and check payments issued
  • Increase rebates with more frequent use of your Commercial Cards
• Participating in U.S. Bank’s Program Optimization review is easy. Your organization simply provides an accounts payables data file. From there, U.S. Bank will:
  • Conduct analysis of A/P file for spend analysis and supplier matching
  • Identify opportunities for expanding Commercial Card volume
  • Deliver Analysis Results
• Throughout the process, U.S. Bank will work closely with you to evaluate your organization’s operations and provide best practices recommendations tailored to your needs and objectives. You will receive information in easy-to-understand reports, and we will assist in formulating an action plan to help you realize the benefits of recommended improvements.
• If you would like more information on this program and to get started, please contact the U.S. Bank Relationship Manager for the State of Colorado, Jack Cole at jack.cole@usbank.com or 603.664.5779.

Section 9: Commercial Card Contact Information

• Key Contact Information:
  • Cardholder Support (report lost or stolen) 1.800.344.5696
  • Dispute Charges 1.800.344.5696
  • Fraud Department 1.800.344.5696
  • Collections/Charge-off Department 1.800.344.5696
  • U.S. Bank Technical Support 1.877.452.8083 (24/7/365) for Program Administrators and Approvers
  • Cardholder Technical Support -1.877.887.9260 Or accessonlinesupport@usbank.com
  • Automated Card Activation 1.800.344.5696
• Visa Emergency Assistance
  • Includes various travel, medical and legal services 1-800-VISA-911 or (1-800- 847-2911)
  • Or call collect if outside of the US 1-303-967-1096
  • E-mail Notices (forward emails to verify they are legitimate) Contact U.S. Bank Cardholder Support
• Internet Security Specialist
  • If you have responded to an email, you suspect is fraudulent, or if you have specific questions about any online security issues, please contact U.S. Bank Cardholder Support 1-888-285-9696
  • State of Colorado – Commercial Card Program (CCARD) Point of contact for all CCARD (Purchase, One Card and Travel) programs, overall administration of the State’s master contract with U.S. Bank State Commercial Card Program Manager 303-866-6147
• U.S. Bank - Relationship Manager
  • Point of contact for CCARD program design, growth strategies, enhancements and overall client satisfaction, Jack Cole – Jack.Cole@usbank.com Or 603.664.5779
• U.S. Bank – Client Account Services
  • Point of contact for program administration, changes, operational questions and support for the daily needs of Program Administrators, Melissa Murphy – Melissa.Murphy@usbank.com or 855.250.6421 Extension 1566260
• Technical Assistance
  • Point of contact for assistance with data file transfers, file content, file delivery, system access or assistance with U.S. Bank Access Online, U.S. Bank Technical Support 1.877.452.8083 (24/7/365)
• Online management tool for U.S. Bank Visa data exchange, card creation and maintenance, report generation, web-based training and payment options, U.S. Bank Technical Support 1.877.452.8083 (24/7/365)
• Standard Payment Address – U.S. Dollar Check / Money Order: Corporate Payment Systems, PO Box 790428, St. Louis, MO 63179
  • Important to include payment stub when mailing check
  • Recommend including account number of check / money order
• Overnight / Express Mail Address - U.S. Dollar Check / Money Order: Corporate Payment Systems, 830 North 11th St., Department 790428, St. Louis, MO 63101, 866.257.2861
  • Important to include payment stub when mailing check
  • Recommend including account number of check / money order

Commercial Card Fees and Charges

• Return Check Fee: $10.00
• Late Payment Fee: Individually Billed cards- 2.5%
• Agency Centrally Billed cards: CRS 24-30-202(24)(a)
• Affiliate Centrally Billed cards: Prime +2%
• Foreign Transaction Fee: 1.00% of transaction

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