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Cardholder Responsibilities
• Complete all required training and certifications.
• Read the One Card Handbook in its entirety
• Only use the One Card for appropriate purchases that follow Mines’ policies including but not limited to: Financial Policies, Procurement Policy and Procedures, and Direct Charge Policies (applicable to sponsored grants and contracts).
• Protect the card at all times to prevent unauthorized use. Do not share or authorize others to use the card. Take immediate action if the One Card is compromised in any way. • Obtain proper documentation for each transaction.
• Review transactions for accuracy and appropriateness
• Create Expense Reports with appropriate documentation and allocations, for all transactions that have posted to Chrome River during the calendar month, by the 15th of the following month.
• Identify any transactions that need to be disputed and contact the merchant to resolve the dispute directly.
• Notify the One Card Administrator about terminations, transfers, or account information changes.
• Ensure that all eligible purchases are under the Colorado School of Mines’ tax-exempt status. • Surrender One Card to Direct Supervisor upon termination of employment or upon expiration of an HR Contract for a Graduate Student.
Electronic Travel and Expense System
• Complete all required training and certifications.
• Attach any required transaction documentation to the Expense Report.
• A Cardholder can have one or more delegates who may work in the expense System to reconcile transactions on their behalf.
• Ensure that each transaction has a valid Index, Account Code and Business Purpose. • Ensure all required source documentation is retained within the department, in accordance with record retention policies.
• Only the Cardholder can submit the expense report.
Direct Supervisor Responsibilities
• Complete all required training and certifications.
• Monitor transactions of assigned Cardholder for appropriateness of purchases. • Ensure adequate transaction documentation and explanation of business purposes is available for every transaction.
• Ensure that all Expense Reports are submitted on a timely basis, and are reviewed and approved.
• Identify possible Cardholder violations and take appropriate action if found.
• Request and authorize changes to the One Card as needed.
• Track disputed items to ensure proper credit has been received.
• Inform the Credit Card Administrator of all transfers or terminations of assigned Cardholders and obtain the One Card plastic before they leave.
Liability
Each department is liable for all One Card charges initiated by Cardholders under their supervision. If it is determined that a charge is made on the One Card against Mines’ Financial Policies, the Cardholder may be liable for that charge.
• Charges on Lost or Stolen Cards: The department is liable for all transactions made on a lost or stolen card before it is reported lost or stolen to the issuing bank. Disputes and
suspected fraud must be reported to the US Bank Fraud Department at 800-344-5696
within 59 days* of the posting date.
*Please Note: Reporting does not guarantee the Bank will assume liability.
• Sponsored Project Charges: The department is liable for all transactions reallocated to sponsored program funds, including any charges that are unallowable according to the terms of the specific grant/award.