UD1 FLEX cards are available for departmental use. The policies regarding obtaining a card and card usage follow:
Policy Name: Department
UD1 FLEX CARD
Date: January, 2003
Policies and Procedures for department use of the UD1 FLEX Card Program
The Department UD1 FLEX Card Program has been established to provide a convenient means with which to make small on-campus purchases and, at the same time, to reduce the costs associated with paying for those purchases. The UD1 FLEX Office is responsible for managing the Program, and each department is responsible for managing its department card and accounts. Two areas of responsibility have been defined within each department to assist in this management effort. They are the Cardholder and the Card Administrator.
A. Department UD1 FLEX Card: A prepaid debit card issued to a department of the University of Delaware for the purpose of making authorized on-campus purchases. The Department will pre-pay the UD1 FLEX Account that is accessed using the Department UD1 FLEX CARD for small on-campus purchases to be made. The account must be funded with discretionary and unrestricted funds by use of a journal voucher that debits the department’s account and credits the FLEX Holding account.
B. Cardholder: Permanent University Employee who has possession of the UD1 FLEX CARD and is accountable for all charges made with that card. The Cardholder is responsible for verifying that all charges against the account are supported by documentation and that the documentation is retained within the department.
C. Card Administrator: University employee within each department responsible for safeguarding the Department UD1 FLEX CARD and issuing the card to the Cardholder, receiving and disseminating Department UD1 FLEX CARD information within their department, and for relaying Department UD1 FLEX CARD information from within their department to the Program Administrator. The Card Administrator is also responsible for reviewing each transaction to verify that they are it is appropriate and supported by adequate documentation.
D. Program Administrator: University UD1 FLEX Office employee responsible for administering the Department UD1 FLEX CARD.
E. Transaction/Account Balance Limit: A dollar limitation of expenditure authority assigned to the Card for each total purchase made with the Department UD1 FLEX CARD. Since this is a debit account, the amount that can be spent cannot exceed the amount of the account balance. The prepaid account balance should not exceed $500.00. Departments may establish lower account balances on a per card basis. A single transaction/charge may include multiple items but cannot exceed $100.00.
F. Transaction Log Recall: A listing of all transactions charged to the Department UD1 FLEX CARD can be sent, if requested, by the UD1 FLEX Office directly to the Department Card Administrator to be used for expenditure verification by the Cardholder and the Card Administrator.
G. Default Account: The University account code charged when the debit account was funded. The Card Administrator has the option to reallocate the purchase from the Default Account to another department account.
H. Support Documentation: An on-campus service provider or merchant produced document that records the relevant details for each item purchased including quantities, amounts, a description of what was purchased, the total charge amount and the merchant's name and address (e.g. sales receipt, original invoice, packing slip, credit receipt, etc.). Support documentation is not provided at self-serve copy machines or computer lab printer locations. It is the Cardholders responsibility to verify the copying services charged and that the charge is an appropriate use of the Department UD1 FLEX CARD.
3. RECEIVING THE DEPARTMENT UD1 FLEX CARD
A. The Card Administrator must contact the Program Administrator to obtain a department card.
B. To activate the account, a department account administrator must authorize a Journal Voucher that funds the UD1 FLEX account that is accessed with the Department UD1 FLEX CARD. (See Section II.2.A)
4. AUTHORIZED CARD USE
A. Cardholders are authorized to use the Department UD1 FLEX CARD to purchase any on-campus services or merchandise required as a function of their duties at the University with the exception of the following:
- Items For Personal Use
- Items For Non-University Purposes
- Entertainment and Alcoholic Beverages
- Any purchases prohibited by University policy or not related to University business
B. Only the Cardholder who is given the card by the department Card Administrator is authorized to use the card and is responsible for ensuring that all charges made with the card are in compliance with these Policies and Procedures.
5. UNAUTHORIZED AND/OR INAPPROPRIATE CARD USE
A. The Department UD1 FLEX CARD must never be used to purchase items for personal use or for non-University purposes, even if the Cardholder intends to reimburse the University.
B. A Cardholder who makes an unauthorized purchase with the Department UD1 FLEX CARD, as defined in section II.4, or uses the Department UD1 FLEX CARD in an inappropriate manner will be subject to disciplinary action including possible card cancellation, termination of employment at the University of Delaware and criminal prosecution.
6. MAKING A PURCHASE WITH THE DEPARTMENT UD1 FLEX CARD
A. All purchases must be made in person only at on-campus locations by presenting the Department UD1 FLEX CARD to the Cashier wherever FLEX is accepted. When making purchases in person, the Cardholder must sign the charge receipt if available and retain the customer copy. The Cardholder should verify that either the charge receipt or sales receipt complies with the requirements for support documentation set forth in Section II.2.H.
7. MERCHANDISE RETURNS AND EXCHANGES
A. The Cardholder is responsible for contacting the on-campus department providing the services or goods when that which is purchased with the Department UD1 FLEX CARD is not acceptable (incorrect, damaged, defective, etc.) and arranging a return for credit or an exchange.
B. If merchandise is returned for credit, the Cardholder is responsible for obtaining a credit receipt from the merchant and retaining that receipt with the support documentation for that purchase. Receiving cash or checks to resolve a credit is prohibited.
C. If merchandise is to be exchanged, the Cardholder is responsible for returning the merchandise to the merchant and obtaining a replacement as soon as possible. Documentation showing the proper resolution of the exchange is to be retained with the support documentation for that purchase.
8. RECORD RETENTION
A. Cardholder Responsibility: The Cardholder is responsible for obtaining purchase documentation from the merchant (sales receipt, packing slip, etc.) to support all purchases made with the Department UD1 FLEX CARD and verifying that the documentation complies with the requirements for support documentation set forth in Section II.2.H.
B. Card Administrator Responsibility: It is the Card Administrator's responsibility to ensure that all support documentation and the corresponding Cardholder transaction log recalls are retained within the department per the following retention schedule:
- University Funded Purchases: Retain for no less than 3 years after the year in which the documentation is received.
- Grant Funded Purchases: Retain until notification is received from the Office of the Vice Provost for Research to do otherwise.
Note: It is recommended that the Card Administrator retain all Cardholder documentation within a central depository and coordinate the record retention function with the departmental Records Management Contact.
9. CARDHOLDER VERIFICATION OF PURCHASES
A. Cardholders are accountable for all charges made with their Department UD1 FLEX CARD and are responsible for checking all transactions against the corresponding support documentation to verify their accuracy and propriety. This check should be done regularly using the Cardholder's printed transaction log recall.
Note: If the Cardholder is also the Card Administrator, accountability for each charge should also be recorded at this time.
B. If a particular charge or credit does not appear on the transaction log recall, it should be checked against the next transaction log recall. If the charge or credit does not appear within 60 days after the original purchase was made, the Cardholder must notify the Program Administrator at the UD1 FLEX Office.
C. If the Cardholder disputes a purchase, the nature of the dispute and the final resolution must be documented. This documentation must be retained with the transaction log recall on which the disputed purchase appears. (See Section II.10)
D. After all transactions have been checked; the Cardholder must sign his or her transaction log recall. The signed log recall and all support documentation must be forwarded to the Card Administrator.
10. CARDHOLDER PURCHASE DISPUTE RESOLUTION
In the case of a disputed purchase, the Cardholder must try to resolve the dispute directly with the on-campus service or merchandise provider. If the dispute cannot be resolved within 60 days, the Cardholder must contact the Program Administrator to resolve the dispute.
11. CARD ADMINISTRATOR VERIFICATION OF CARDHOLDER PURCHASES
A. The Card Administrator is responsible for reviewing each transaction using the monthly transaction log recall. Cardholders will perform this function if they are also the Card Administrators.
B. For a purchase to be supported there must be adequate support documentation available so that the Card Administrator can ascertain that the purchase is valid and the Cardholder is accountable for that purchase.
C. Discrepancies with regard to purchases, any one of the following circumstances must exist.
- Insufficient support documentation.
- One or more of the criteria for authorized card use set forth in Section II.4 have not been met.
- The Cardholder disputes the charge. (See Section II.10)
D. All discrepancies must be investigated and resolved. The disposition of each discrepancy must be documented and retained with the support documentation and/or transaction log recall. Cardholders are accountable for all discrepancies.
12. DEPARTMENT UD1 FLEX CARD SECURITY
A. It is the Cardholder's responsibility to safeguard the Department UD1 FLEX CARD at all times.
B. Cardholders must keep their Department UD1 FLEX CARD in a secure location at all times.
C. Cardholders must not allow anyone else to use the Department UD1 FLEX CARD and/or Department UD1 FLEX CARD account numbers.
13. LOST, STOLEN OR DAMAGED DEPARTMENT UD#1 CARD
A. If a Department UD1 FLEX CARD is lost, stolen or damaged, the Cardholder or department Card Administrator must immediately notify the Program Administrator at the UD1 FLEX Office at 831-4033 to have the card suspended.
B. After the above notification procedures have been completed, a new Department UD1 FLEX CARD will be issued to the department Card Administrator by the Program Administrator.
C. A Department UD1 FLEX CARD that is found after it has been reported lost or stolen must be destroyed by cutting it in half. The same procedure applies if a card is damaged. Both card halves must be forwarded to the Program Administrator.
14. CARDHOLDER SEPARATION FROM THE UNIVERSITY
Prior to separation from the University, Cardholders must surrender their Department UD1 FLEX CARD and corresponding support documentation to the department Card Administrator. If the Cardholder is the Card Administrator, the Department UD1 FLEX CARD and support documentation must be surrendered to the Cardholder's immediate supervisor. In either case, the card must be canceled as per the instructions in Section II.15.
15. DEPARTMENT UD1 FLEX CARD CANCELLATION
The Program Administrator at the UD1 FLEX Office must be notified immediately when a Department UD1 FLEX CARD is to be canceled. The card must be destroyed by cutting it in half. Both card halves must be forwarded to the UD1 FLEX Office.