Travel Card TrainingTravel Card Training

Statewide Accounting and Statewide Accounting and Reporting ServicesReporting Services

April 12, 2007April 12, 2007

Agency ResponsibilitiesAgency Responsibilities Upcoming Travel Card Policy ChangeUpcoming Travel Card Policy Change Azumano Travel – CTS AccountsAzumano Travel – CTS Accounts Travel Card Program StatisticsTravel Card Program Statistics Performance RebatePerformance Rebate Forms of PaymentForms of Payment Travel Card InsuranceTravel Card Insurance Access Online DemonstrationAccess Online Demonstration

AgendaAgenda

IntroductionsIntroductions

Christina Maples, Christina Maples,

Statewide Travel Card CoordinatorStatewide Travel Card CoordinatorProgram monitoring and supportProgram monitoring and supportReinstatement of accountsReinstatement of accountsPrimary contact for Agency Travel Primary contact for Agency Travel Card Coordinators (liaison)Card Coordinators (liaison)

Policy maintenance and Policy maintenance and interpretationinterpretation

Training and communicationTraining and communication

Introductions (cont.)Introductions (cont.)

Kevin Noren, US Bank Kevin Noren, US Bank Provide strategic level account Provide strategic level account

supportsupport Establish new agency accountsEstablish new agency accounts Manage rebate analysisManage rebate analysis Not a contact for day-to-day Not a contact for day-to-day

questionsquestions

Introductions (cont.)Introductions (cont.)

Tony Fuerte, Azumano Travel Tony Fuerte, Azumano Travel CTS Account discrepancy first CTS Account discrepancy first contactcontact

Frontline policy adherenceFrontline policy adherence I-Bank setupI-Bank setup General helpGeneral help

Travel Card ProgramTravel Card Program Sponsored by the State, but not a Sponsored by the State, but not a

State liability cardState liability card

Personal liability card Personal liability card

Program managed by State Program managed by State Controller’s Division, SARSController’s Division, SARS

Corporate card provider is US BankCorporate card provider is US Bank

Available to state employees who Available to state employees who travel, subject to US Bank credit travel, subject to US Bank credit standardsstandards

Corporate Travel Corporate Travel Card ProgramCard Program

Program includes:Program includes:

Individual personal liability Individual personal liability travel cardstravel cards

CTS accounts (ghost CTS accounts (ghost accounts) paid by state accounts) paid by state agenciesagencies

Use of Use of Personal Credit CardPersonal Credit Card

OAM Policy 40.20.00 OAM Policy 40.20.00

GSPC Advisory Opinion 01A-GSPC Advisory Opinion 01A-10061006

Provision regarding travel Provision regarding travel awards earned from the use of awards earned from the use of a personal credit card while on a personal credit card while on official state business travelofficial state business travel

Agency Management Agency Management ResponsibilitiesResponsibilities

OAM 40.20.00 OAM 40.20.00 Assign an Agency Travel Card Assign an Agency Travel Card

CoordinatorCoordinator Evaluate need for travel cardsEvaluate need for travel cards Approve travel card applications Approve travel card applications Take corrective action for Take corrective action for

delinquency, misuse, or abuse of delinquency, misuse, or abuse of the travel cardthe travel card

Cardholder Cardholder ResponsibilitiesResponsibilities

OAM 40.20.00 OAM 40.20.00 Use travel card only for official Use travel card only for official

state business travelstate business travel Pay account balance each monthPay account balance each month Report lost or stolen cards to US Report lost or stolen cards to US

BankBank Adhere to provisions of Corporate Adhere to provisions of Corporate

Travel Card AgreementTravel Card Agreement

Agency Coordinator Agency Coordinator ResponsibilitiesResponsibilities

OAM 40.20.00 OAM 40.20.00 Review and process applications; lower Review and process applications; lower

credit limit, if neededcredit limit, if needed Communicate with cardholders-A/P Communicate with cardholders-A/P

StaffStaff

Cancel cards not neededCancel cards not needed

Destroy cancelled cardsDestroy cancelled cards

Review reports through Access OnlineReview reports through Access Online

Access Online ReportsAccess Online Reports

Account List ReportAccount List Report– Review for accuracyReview for accuracy– Monitor for cardholders who have Monitor for cardholders who have

retired, transferred or terminatedretired, transferred or terminated– Review for no activity in past six Review for no activity in past six

months; request voluntary (V9) months; request voluntary (V9) cancellationcancellation

– Cancel and destroy cards not neededCancel and destroy cards not needed

Access Online ReportsAccess Online Reports

Transaction Detail ReportTransaction Detail Report– Review for purchases that do not Review for purchases that do not

appear to be travel relatedappear to be travel related– Review for unusually large dollar Review for unusually large dollar

amountsamounts– Review for frequent ATM activityReview for frequent ATM activity– Bring concerns to the attention of either Bring concerns to the attention of either

the cardholder or agency managementthe cardholder or agency management

Access Online ReportsAccess Online Reports

Account Suspension ReportAccount Suspension Report– Review for delinquent balances and Review for delinquent balances and

notify cardholder of past due statusnotify cardholder of past due status– Report balances older than 60 days to Report balances older than 60 days to

cardholder’s supervisorcardholder’s supervisor– If account has been suspended or If account has been suspended or

cancelled, the cardholder’s supervisor cancelled, the cardholder’s supervisor is required to take appropriate actionis required to take appropriate action

Sample E-MailSample E-Mail

It has come to my attention that your It has come to my attention that your

corporate travel card account with corporate travel card account with

US Bank is currently past due. In order US Bank is currently past due. In order

to adhere to State policy (OAM to adhere to State policy (OAM 40.20.00.PO)40.20.00.PO)

it is important that you pay the past dueit is important that you pay the past due

balance on your account as soon asbalance on your account as soon as

possible. I would appreciate your promptpossible. I would appreciate your prompt

attention to this matter. attention to this matter.

Important ReminderImportant Reminder

Account information in Access Account information in Access Online is considered confidential and Online is considered confidential and should be handled accordinglyshould be handled accordingly– Limit access to employees charged Limit access to employees charged

with the responsibility to monitor with the responsibility to monitor accountsaccounts

– Revoke access timely when duties Revoke access timely when duties changechange

– Properly secure printed reportsProperly secure printed reports

NumberNumber of Active of Active Accounts Accounts

-

200

400

600

800

1,000

1,200

1,400

2002 2003 2004 2005 2006

Upcoming Policy Upcoming Policy Change Change

OAM 40.20.00.POOAM 40.20.00.PO TheThe 60 day cancellation policy 60 day cancellation policy

will be changed to 90 days will be changed to 90 days

effective May 1, 2007. effective May 1, 2007. 60 days past due: suspended60 days past due: suspended90 days past due: cancelled 90 days past due: cancelled

Policy Change TimingPolicy Change Timing

Policy change is effective May 1, Policy change is effective May 1, 2007 on a 2007 on a prospectiveprospective basis basis

This will This will notnot be retroactive be retroactive– Any travel card that was cancelled Any travel card that was cancelled

prior to May 1 under the previous prior to May 1 under the previous policy (60 days past due) will remain policy (60 days past due) will remain cancelledcancelled

Questions?Questions?

Azumano TravelAzumano Travel Tony FuerteTony Fuerte

Short paying: Why or why not?Short paying: Why or why not? Paying on time: What could happen?Paying on time: What could happen? Disputing charges: When?Disputing charges: When? Form of payment changesForm of payment changes Future changes with online bookings Future changes with online bookings

and some of the problems this can and some of the problems this can cause on the payment sidecause on the payment side

I-bank report tool: ReconciliationI-bank report tool: Reconciliation

US BANKUS BANK Kevin NorenKevin Noren

Program statisticsProgram statisticsPaying on time: Agency Paying on time: Agency rebatesrebates

Forms of paymentForms of paymentVisa insuranceVisa insuranceAccess Online demonstrationAccess Online demonstration

Program Program StatisticsStatistics

$-

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

To

tal S

pen

d

2004 2005 2006

Travel Card & CTS Growth Chart

Travel Card

CTS

Late Fees & Write-Offs

$(2,000)

$(1,500)

$(1,000)

$(500)

$-

$500

$1,000

$1,500

2004 2005 2006

Write-Offs

Late Fee

Rebate Chart

$-

$5,000.00

$10,000.00

$15,000.00

$20,000.00

$25,000.00

$30,000.00

$35,000.00

$40,000.00

2004 2005 2006

To

tal R

ebat

e

Performance Rebate

0

5

10

15

20

25

30

35

40

45

File

Tu

rn D

ay

s

0.000

0.050

0.100

0.150

0.200

0.250

0.300

0.350

Re

bat

e P

erc

en

tag

e

File Turn Days

Rebate Percentage

Anonymous Agent Potential Rebate SampleBased on yearly spend of $125,000

$-

$50

$100

$150

$200

$250

$300

$350

$400

40 35 30 25 20 15 10

File Turn Days

Po

ten

tial

Reb

ate

Billing Cycle…When is the Billing Cycle…When is the balance due?balance due?

Scheduled for the 8Scheduled for the 8thth of each month of each month– Exception is weekends and holidaysException is weekends and holidays

This is aThis is a “charge card” “charge card” not a not a “ “credit card”credit card” therefore… therefore…

FULL ACCOUNT BALANCE FULL ACCOUNT BALANCE is due on is due on the 8the 8thth of the following month. of the following month.

Forms of PaymentForms of Payment Cardholder accountsCardholder accounts

– TelepayTelepay – One-time set up over the – One-time set up over the phone. Cardholder calls US Bank phone. Cardholder calls US Bank customer service and authorizes balance customer service and authorizes balance to be debited from designated account.to be debited from designated account.

– AutopayAutopay – One-time set up over the – One-time set up over the phone. Cardholder authorizes phone. Cardholder authorizes designated account debit on a specific designated account debit on a specific day(s) of each month.day(s) of each month.

– CheckCheck – Remind cardholder to submit – Remind cardholder to submit remittance stub and write full account remittance stub and write full account number of face of check. number of face of check.

•DO DO NOT PAYNOT PAY AT A U.S. BANK BRANCH AT A U.S. BANK BRANCH

Forms of Payment Forms of Payment (cont.)(cont.)

CTS AccountsCTS Accounts– TelepayTelepay– AutopayAutopay– CheckCheck

• DO DO NOT PAYNOT PAY AT A U.S. BANK BRANCH AT A U.S. BANK BRANCH

TelepayTelepay To setup: Call USB Cust. Svc. (800) 344-To setup: Call USB Cust. Svc. (800) 344-

56965696 To use: Call USB Cust. Svc. (800) 344-5696To use: Call USB Cust. Svc. (800) 344-5696

– Specify Payment AmountSpecify Payment Amount Flexibility and ControlFlexibility and Control Cut-off 6:00 p.m. cst M-F (4:00 p.m. pst)Cut-off 6:00 p.m. cst M-F (4:00 p.m. pst) If done before 4:00 p.m. – it will post on If done before 4:00 p.m. – it will post on

the the nextnext day day Closed 6:00 - 6:30 p.m. (4:00 - 4:30 p.m. Closed 6:00 - 6:30 p.m. (4:00 - 4:30 p.m.

pst)pst)

AutopayAutopay

To setup: Call 1-800-344-5696To setup: Call 1-800-344-5696

Schedule for a Schedule for a specific day of monthspecific day of month..

Automatic debit of your Automatic debit of your balance duebalance due..

Set it and forget it.Set it and forget it.

What about holidays? – Debited on What about holidays? – Debited on the day before.the day before.

CheckCheck Account is due and payable by the 8th of Account is due and payable by the 8th of

each montheach month

Reminder…This is a Personal Liability Reminder…This is a Personal Liability CHARGE CARD not a CREDIT CARDCHARGE CARD not a CREDIT CARD

– Charge Card:Charge Card: Full balance is due and Full balance is due and payable monthlypayable monthly

– Credit Card:Credit Card: Usually revolving, partial Usually revolving, partial payments are okay as long as minimum payments are okay as long as minimum payment is madepayment is made

VISA Travel BenefitsVISA Travel Benefitswww.visa.com/benefitswww.visa.com/benefits

Travel accident insurance – $500,000Travel accident insurance – $500,000

Primary auto rental insurance – Primary auto rental insurance – business business

Secondary lost baggage insurance – Secondary lost baggage insurance – offered by US Bankoffered by US Bank

Lost luggage locator serviceLost luggage locator service

Medical and legal assistanceMedical and legal assistance

VISA Travel Benefits VISA Travel Benefits (cont.)(cont.)

Emergency ticket and cash Emergency ticket and cash disbursementsdisbursements

Pre-trip travel planning assistancePre-trip travel planning assistance Roadside assistance – VisaTowRoadside assistance – VisaTow Emergency translation serviceEmergency translation service Emergency message relay serviceEmergency message relay service Emergency card replacement and Emergency card replacement and

lost/stolen card assistance lost/stolen card assistance

VISA Liability InsuranceVISA Liability Insurance

Insures agency against eligible Insures agency against eligible losses incurred through the Visa card losses incurred through the Visa card through misuse by a terminated through misuse by a terminated employeeemployee

Covers up to $100,000 per Covers up to $100,000 per cardholdercardholder

VISA Liability Insurance (cont.)VISA Liability Insurance (cont.)

Agency must meet Visa Agency must meet Visa requirements:requirements:– Proof of termination of cardholderProof of termination of cardholder– Complete Visa paperwork obtained Complete Visa paperwork obtained

through US Bank Account through US Bank Account CoordinatorCoordinator

VISA Liability Insurance (cont.)VISA Liability Insurance (cont.)

Valid on “waivable charges” Valid on “waivable charges” incurred 75 days prior to incurred 75 days prior to termination and 14 days after termination and 14 days after terminationtermination– ““Waivable charges” defined as Waivable charges” defined as

charges the cardholder was charges the cardholder was reimbursed for by US Bank that reimbursed for by US Bank that did not benefit the agencydid not benefit the agency

Access Online ReportingAccess Online Reporting

Account List (Program Account List (Program Management)Management)– List of all accounts in your agencyList of all accounts in your agency– Cardholder demographicsCardholder demographics– Credit limitsCredit limits– Last date of activityLast date of activity

Access Online Reporting Access Online Reporting

Past Due Report (Program Past Due Report (Program Management)Management)– Identifies past due cardholdersIdentifies past due cardholders– Amount past dueAmount past due– Number of days past dueNumber of days past due

Transaction Detail Spend Reports Transaction Detail Spend Reports (Financial Management)(Financial Management)– List of transactionsList of transactions

FunctionalityFunctionality

Cardholder demographicsCardholder demographics ReportingReporting Obtain statementsObtain statements View transaction detailView transaction detail ……What questions do you have What questions do you have

and what would you like to see?and what would you like to see?

US BANKUS BANKAccess OnlineAccess Online

DemoDemo

ContactsContacts Karen Williams, Statewide Karen Williams, Statewide

CoordinatorCoordinator– (503) 373-7277 x227(503) 373-7277 x227– (503) 378-3514 FAX(503) 378-3514 FAX– Karen.A.Williams@das.state.or.usKaren.A.Williams@das.state.or.us

James Dulka - US Bank Account James Dulka - US Bank Account CoordinatorCoordinator– (612) 973-1256(612) 973-1256– (612) 973-3696 FAX(612) 973-3696 FAX– James.Dulka@usbank.comJames.Dulka@usbank.com

Contacts (cont.)Contacts (cont.)

Tony Fuerte - Azumano TravelTony Fuerte - Azumano Travel– (503) 221-6339(503) 221-6339– (503) 294-6474 Fax(503) 294-6474 Fax– tfuerte@azumano.comtfuerte@azumano.com

US Bank US Bank ResourcesResources

US Bank Customer ServiceUS Bank Customer Service– (800) 344-5696(800) 344-5696

US Bank Fraud SupportUS Bank Fraud Support– e-maile-mail - - fraud_help@usbank.comfraud_help@usbank.com

Access OnlineAccess Online – https://access.usbank.com/cpsApp1/indhttps://access.usbank.com/cpsApp1/ind

ex.jspex.jsp

Technical Service (for Access Technical Service (for Access Online)Online)– (877) 452-8083(877) 452-8083

Travel Card PolicyTravel Card Policy

Oregon Accounting ManualOregon Accounting Manual

OAM Policy 40.20.00.POOAM Policy 40.20.00.PO OAM Procedure 40.20.00.PROAM Procedure 40.20.00.PR

Access policy and procedure on Access policy and procedure on website:website:

http://egov.oregon.gov/DAS/SCD/SARS/http://egov.oregon.gov/DAS/SCD/SARS/oam_toc.shtmloam_toc.shtml