Bank transaction record must be added to that expense report for each expense.
A legible, itemized receipt matching the U.S.
The card holder or their Chrome River Delegate will add the allocation (account) for each expense in that expense report.
Supporting documentation is to be complete and document each transaction in that expense report.
The card holder or their Chrome River Delegate will move each transaction from the Credit Card section in the ewallet to the expense report.
Segregation of duties will be enforced to ensure accuracy and to prevent misuse.
The card holder or their Chrome River Delegate will create an expense report for one or more expense appearing in the cardholder's ewallet.
The completed credit card application and Meeting Card Agreement must be scanned and emailed to TMS-Card Services at or mailed via campus mail to TMS-Card Services at Showers Bldg, Ste 110, BL campus.īest Practices for Meeting Card Documentation This person will be the primary cardholder so it is important that the card be issued in the name of the person who will primarily be using the card, such as a team coach or group leader. The first and last name of the person will need to be neatly written in the name fields. The credit card must be issued in the name of a single person. Once a need for the card has been established, TMS-CS will send a credit card application and Meeting Card Agreement to a designated person. TMS-CS will determine eligibility for the credit card based on the purchase needs of the group requesting the card. To obtain an application for a Meeting Card, you must contact TMS-Card Services (TMS-CS) at 81 option 3. Remember to add a GROUP NAME or enter N/A if one isn’t needed. Use the Type of Card drop down menu to choose "Meeting". To apply online, visit the Online Procurement Card Application Top↑ Meeting Card Instructions for Application If, in the course of using the card, you encounter a merchant who has declined a purchase and you would like an explanation for the denial, please contact 81 option 3 or contact US Bank directly at 1-80. This person should be the primary cardholder. The card must be issued in the name of the individual in charge of the group. If personal purchases occur on the Meeting Card, the card holder will be required to reimburse the IU account for these purchases and the card will be subject to cancellation. Use of the Meeting Card for personal purchases is strictly prohibited. Individual expenses include conference registration, meals, transportation or lodging for a single employee or individual. Purchases for individual expenses will not be allowed. The card is to be used for group travel-related expenses only. The fiscal officer will be notified when the change is approved and the date it is effective. Once the Meeting Card is issued and it has been determined that the limit should be adjusted, the fiscal officer should request the change by contacting TMS-Card Services at 81 option 3 or the Purchasing support form. The limits may be raised above these guidelines with approval from the fiscal officer as well as the Procurement Card Manager. There is also a limit of 25 transactions per day. The IU Meeting Card may only be used at merchants accepting Visa payments.Įach card will have a monthly limit default of $10,000 unless other arrangements have been approved.
Inappropriate purchases (an inappropriate expenditure is one that is 'personal' in nature and is not for the purpose of the institution).
Travel expenses for a single non-employee.
The following items are strictly prohibited from being purchased on the Meeting Card:
Meeting Card Dispute/Lost Receipt Instructions.
Best Practices for Meeting Card Documentation.
Meeting Card Instructions for Application.
The meeting card is for student group travel only and cannot be used for personal or individual travel expenses. The Meeting Card program has been designed to allow student group travel leaders a means to charge group travel expenses to a University corporate credit card.