| Coalition of University Employees (CUE) | 2855 Telegraph Ave., Suite #302, Berkeley, CA 94705 Contact CUE (510) 845-2221 (phone), (510) 845-7444 (FAX) |
Introduction
The CUE credit card is a purchase card system benefiting CUE and the cardholder through prompt payment to suppliers and delegates responsibility for low value purchase authority to those making the commitment.
Policy
Credit cards are issued at the discretion of the CUE statewide executive board to current employees who are granted a formal delegation of CUE purchasing authority and current statewide officers who are granted a formal delegation of CUE purchasing authority. Delegation of CUE purchasing authority governs the use of the credit card as a tool for purchasing materials and services for less than $2,500. The cardholder agrees to comply with all applicable CUE policies and procedures and this Cardholder agreement. When signed and accepted, this form acts to assign the formal delegation of purchase authority to a current CUE employee or CUE statewide officer to execute credit card purchases.
Compliance with Policy, Violations and Consequences
Employee violations to this agreement or to any policy regarding the purchase of goods or services will be investigated and may result in either one or more of the following actions: written warning, revocation of credit card privileges, cancellation of delegation of purchasing authority, disciplinary action, and termination and/or criminal prosecution. Human error and extraordinary circumstances may be taken into consideration when investigating any violation to this agreement.
Officer violations to this agreement or to any policy regarding the purchase of goods or services will be investigated and may result in either one or more of the following actions: written warning, revocation of credit card privileges, cancellation of delegation of purchasing authority, and in termination of membership in CUE (including the loss of elected office, if Appendix B charges are filed and if such a penalty is assessed by the judicial panel as specified by Appendix B of the CUE statewide constitution). Human error and extraordinary circumstances may be taken into consideration when investigating any violation to this agreement.
The CUE statewide executive board and the statewide treasurer have the authority to investigate and to determine whether a violation of procurement policy has occurred, and to recommend actions that may be taken because of such determinations. CUE will consider the facts and circumstances of each incident, and will take action as deemed appropriate, and as permitted by applicable law and/or CUE policy.
Credit Card violations include but are not limited to:
Ownership and Cancellation of the Credit Card
The credit card remains property of the Bank. It may not be transferred to, assigned to, or used by anyone other than the designated Cardholder. The Cardholder is accountable for the activity on the card. The bank or CUE may suspend or cancel Cardholder privileges at any time for any reason. The Cardholder will surrender the credit card upon request to CUE or any authorized agent of the Bank.
Spending Limits
Each credit card has a pre-set limit of $ 25,000 (including shipping, handling and tax) that may not be exceeded under any circumstances.
Receipts
It is the Cardholder's responsibility to obtain transaction receipts from the merchant each time the credit card is used. Individual transaction receipts are to be attached to periodic statements and submitted to the statewide bookkeeper. The statewide treasurer will be responsible for review and approval of periodic statements. The statewide office must keep statement data and proof of reconciliation, including receipts and packing slips, on file for a period consistent with the record retention requirements of the law.
Disputed Items
It is the Cardholder's responsibility to follow-up on any erroneous charges, returns or adjustments to ensure proper credit is given on subsequent statements.
Protecting the Credit Card
The credit card is valuable property which requires proper treatment by the Cardholder to protect it from misuse by unauthorized parties.
Validation and Safekeeping
Sign the credit card immediately upon receipt. The credit card should always be treated with the same care as personal credit cards, bankcards, cash and checks. Keep your card(s) in an accessible, but secure location. When using the credit card for internet purchases, cardholders should ensure that the site utilizes industry recognized encryption transmission tools.
When the expiration date is passed and/or after you have received a new credit card, cut the old credit card in half and dispose of it. Make sure the credit card is returned to you after each charge and verify that the returned credit card has your name on it.
Lost or Stolen Credit Cards
If the credit card is lost or stolen, contact the Bank's 24-hour toll-free number immediately.
Credit Card Cardholder Printed Name
Credit Card Cardholder Signature / Date
Credit Card Cardholder Supervisor's Signature (for CUE staff only) / Date
Statewide President Signature (for CUE statewide officers only) / Date
Statewide Treasurer Signature / Date
GENERAL
CUE employees and statewide officers must receive approval from the statewide executive board to have permission to use CUE's credit cards.
The credit card may be used by CUE employees and statewide officers who have authority to buy goods and services on behalf of CUE.
Each credit card bears the Cardholder's name but is actually issued to CUE, which is responsible for making prompt payment to the Bank. However, Cardholders are responsible for ensuring proper use of the card.
The statewide treasurer helps ensure the proper use of credit cards by overseeing CUE implementation and use of the card.
CARDHOLDERS
Cardholders must use the card responsibly and in accordance with this policy.
Cardholder responsibilities include:
STATEWIDE TREASURER
The statewide treasurer is responsible for: