These guidelines apply to corporate credit cards with corporate liability (hereinafter: corporate card). The guidelines have been drawn up in accordance with circular letter R-105 dated 11.11.2015.
Corporate card with corporate responsibility is a credit card issued to UiA which has payment liability. The card is issued to the University but is linked to an individual employee. The employee does not have to enter into an agreement with the credit card provider when using a corporate card. UiA has the payment responsibility and is consequently credit rated, not the employee. And the employee is not financially responsible for the use. However, the card is linked to an employee, and both the employee's name and the University's name are on the card.
Use of the card
The card should, as a rule, only be used for travel and should therefore be registered in your personal profile at UiA’s current travel agency. If the card is to be used for purposes other than travel, this must be approved in writing by a manager with budget allocation authority. Expenditures that naturally fall under travel expenses, including flights, hotels and meals at government rates, are also included in the allocation authority. The same applies to expenses other than travel, if approved. The card should not be used for other purposes. We remind you that for all purchases of goods and services other than travel, an order form must be used.
The guidelines for corporate cards at UiA shall apply to any use of the corporate card. The employee still needs approval from their immediate superior every time the card is used. This continues our current practice and entails no real change.
The cardholder’s responsibilities
Handing over the corporate card means that the employee is responsible for the card, that is, the employee is the bearer of the card. As the bearer of the corporate card, you are responsible for keeping the card secure and not granting other people access to the card.
The employee is not allowed to use the card for personal expenses. The corporate card should only be used for expenses related to UiA. If the employee uses the card for personal purchases with the intention of obtaining UiA funds for himself or any other person, this will be regarded as misuse of the card, regardless of the amount. Cash withdrawals on the card are also not allowed. If the card is misused, it will be regarded as embezzlement, cf. section 324 b of the Penal Code, and will have consequences depending on the nature of the misuse. Card misuse can also have consequences for your employment.
Reimbursement
To get the amount reimbursed from UiA, the employee must submit a travel expense invoice, or a travel application if you are planning a trip. Travel expense claims are settled every 14 days. Employees receive the amount before the invoice falls due and are obliged to pay using UiA funds. For purchases where the corporate card is used, the employee receives an invoice for the purchase. Consequently, the employee is obliged to pay the invoice from the credit company before the due date. It will not be possible to get a payment deferral from the credit card company. You may register your own account for travel expense reimbursments. This is done by logging in to ESS under "Ansatt selvbetjening" - "egne data" - "personlig profil" - "bankforbindelse/reiseutgifter"
Administration and interest on arrears
The University is the card administrator and has an overview of the number of active cards at all times. Administrator access includes control over the use of the card. This will only be exercised if it is appropriate and necessary, for example if an invoice is not paid. If an invoice is not paid, a payment reminder will be sent directly to the employee. If the first reminder is not paid, a second reminder will be sent to UiA. If the amount is not paid within 14 days of the second reminder, the card will be blocked.
The employee must submit a travel expense invoice or a travel application within a reasonable time. When this is done, it is UiA's responsibility to make the payment for the travel expense invoice / travel application to the employee before the invoice from the credit company falls due. The employee is obliged to use UiA's funds to pay the amount due to the credit card company. With regard to interest on arrears, this can be added to the next travel invoice if UiA caused the late payment. However, this does not apply if the employee caused interest on arrears to accrue, then this will have to be paid by the employee.
Eurocard's terms and conditions
UiA has acquainted itself with the credit card company's terms and conditions on behalf of the employee and is responsible for their compliance with these. However, it is recommended that every employee becomes acquainted with the cardholder duties that follow from the credit card company's terms of use.