LCC Cardholder Guide
Contact Information
Telephone Number for Lost or Stolen Cards: 1-866-646-6880
Lansing Community College Purchasing Department
Purchasing Card Program Administrators
Andrew Chambliss 517-483-1786
Beckie Beard: (517) 483-1790
Public Safety: (517) 483-1800
Welcome to the Lansing Community College Purchasing (LCC) Card Program. This program provides a National City Credit Card product (VISA) to efficiently and effectively execute travel and small-dollar, non-inventory, non-capital purchases made by authorized employees. This guide provides information on the LCC Card program, how to use the card, responsibilities of card users and supervisors, allowed and disallowed expenses and resources for card holders.
LCC Card Web Page
The LCC Card has its own web page and this great resource has all of the information about your LCC Card in one location.
· Who to contact if you card is declined.
· Who to contact if your card is lost, stolen, or if there are fraudulent charges on your account.
· The LCC Tax Exempt form.
· 2009 Settlement Schedule (dates when each new cycle begins and ends).
· Benefits for travelers (what is covered).
· LCC Card updates.
· SCAM updates.
· Dispute form.
· Online suppliers.
· Allowable and non-allowable LCC Card purchases.
· Plus other information to help you be a successful LCC Cardholder
If you would like information added to this website or a suggestion on how to make this website more helpful, please send an email to Beckie Beard at .
The LCC Card website address is: http://www.lcc.edu/purchasing/card_information/index.aspx
Divisional Budget Administrators
All LCC Card requests and limit changes must be approved by the appropriate Divisional Budget Administrator listed in the table below.
Division / LCC Card Account ApproverAcademic Affairs / Wayne Provines
Administrative Services / Vincent Mensah/Catherine Fisher
Advancement & External Affairs / Vincent Mensah/Catherine Fisher
Board of Trustees / Wayne Provines
Business & Community Institute / Vincent Mensah/Catherine Fisher
Business, Media & Information Technology / Marie Plant
Financial Services / Vincent Mensah/Catherine Fisher
Human Health & Public Services / Marie Plant
Human Resources / Vincent Mensah/Catherine Fisher
Information Technology Services / Vincent Mensah/Catherine Fisher
Liberal Studies / Wayne Provines
President’s Office / Vincent Mensah/Catherine Fisher
Strategic Planning & Partnerships / Vincent Mensah/Catherine Fisher
Student Academic Services & Strategic Enrollment Management / Marie Plant
Technical Careers / Marie Plant
Program Information and Guidelines
7.1 – Background
The LCC Card Program began at Lansing Community College in May of 1998. The program is designed to improve the efficiency of small dollar purchasing, reduce the number of petty cash funds on campus, and to reduce the number of blanket purchase orders for supply type items. The LCC Card virtually eliminates the need for an employee to use personal funds for College purchases and then request reimbursement. LCC Cardholders initially were given permission to purchase goods with their LCC Card and later travel and expenses were added. Depending on an employee's job responsibilities they are given dollar limits and ability to charge goods, travel, and travel related expenses with their LCC Card.
7.2 – Benefits of the LCC Card
The Cardholders
· Purchase small dollar consumable supplies faster and easier than submitting online requisition/issue purchase order/payment method.
· Cardholders are empowered to make travel arrangements faster and easier through Passageways with their LCC Card.
The College
· Enables Purchasing and Accounts Payable to focus on higher yield, value added activities, such as price negotiations, issuing competitive bids for contracts and the timely processing of invoices and payments.
· Reduced the number of purchase orders, invoices, and checks for payment.
· Reduces costs associated with mailing purchase orders and payments.
The Vendor
· Payment to Vendor is faster – two days vs. 30 – 60 days
· Invoices do not have to be prepared, mailed, or tracked
· Able to meet shorter delivery time requests of College customers.
7.3 – Issuance Guidelines
Lansing Community College (LCC) Cards will be available to College employees based on a position’s purchasing responsibilities. Any employee who travels, requisitions or purchases supplies and approved contracted services is a prime candidate to receive the LCC Card. Divisional Budget Administrators, Supervisors, and Purchasing Department identify candidates based upon these specific circumstances:
· Employees who travel regularly or responsible to coordinate travel arrangements for department employees.
· Employees managing specific site programs (general maintenance supplies {Physical Plant} repairs, supplies, tools, safety supplies, uniform rentals, etc.)
· Secretarial and administrative personnel (office supplies, small dollar repetitive purchases)
· Any employee whose job responsibilities generate small dollar purchasing activity
Please Note:· LCC Cards are issued to authorized individuals and purchases are expensed to the appropriate account number. Although the Cardholder is responsible for the card, the Cardholder DOES NOT PAY THE BILL. All credit card charges are paid on a monthly consolidated direct bill charge to the College from National City.
· Payment status of this card will not impact the Cardholder’s personal credit status. All transactions on the LCC Card are the College’s liability.
After an employee is identified as a candidate for an LCC Card, the Supervisor is responsible to submit the necessary documentation to the appropriate Divisional Budget Administrator. The procedures for this process are covered in the Supervisor’s Responsibility section in this document. Before receiving an LCC Card, all LCC Cardholders are required to attend a LCC Card training session.
7.4 – Card Controls and Limits
The LCC Cards have several embedded limits and merchant code category restrictions. Each time the LCC Card is used, the vendor is required to obtain authorization from the credit card/banking network. This ensures that the purchase is within program controls and limits established to safeguard against possible unauthorized purchases and fraudulent use.
Note: On transactions that exceed your limit cardholders are prohibited from “splitting or pyramiding” transactions into smaller transactions for an overall higher dollar amount.If your position requires that you make periodic higher dollar purchases your Supervisor must contact appropriate Budget Divisional Administrator to request an adjustment to your LCC Card account limits. This request must be processed 24 hours in advance of the need to make a high dollar purchase.
The LCC Card is designed to give the greatest amount of flexibility for purchasing needs. Any restrictions placed on LCC Cards are designed to protect each Cardholder and Lansing Community College.
Spending limits established for each Cardholder are:
· Single transaction purchase limit
· Monthly cycle limit
Cardholders should never receive cash back for refunds or exchanges, or keep manufacturer’s rebates. These funds must be deposited at Student Finance/Cash Operations into the appropriate department account.
7.5 – LCC Card Program Administrators
The Lansing Community College Program Administrator is Beckie Beard at 483-1790. Andrew Chambliss is the Assistant Program Administrator and can be reached at 483-1786.
Divisional Budget Administrators, Purchasing and Accounts Payable Departments are responsible for monitoring the effectiveness of the LCC Card Program.
They are available to help with questions if any of the following situations occur:
· Questions regarding procedures and guidelines.
· Problems encountered with card use or vendor authorization.
· Cardholder transfer, relocation, or termination.
LCC Card Administrator’s Responsibilities:
· Overall knowledge of the LCC Card policies and procedures.
· Responsible for reviewing and monitoring LCC Card expenses through monthly audit of cardholder transactions to ensure compliance with LCC Card and College Purchasing policy.
· Process Divisional Budget Administrators written approval (email) for LCC Card account changes.
· Communicate with LCC Cardholders important information regarding the LCC Card.
7.6 – Cardholder’s Responsibilities
LCC Cardholders are delegated purchasing authority to make purchases for Lansing Community College business purposes only. Cardholders are accountable to use the LCC Card in a prudent and responsible manner and to comply with College policies. This cardholder guide describes the proper use of the LCC Card. While controls are in place to protect the College from fraud and other deliberate or accidental misuse of College funds they are not effective without the assistance of every LCC Cardholder.
Intentional use of the card for personal purchases or for purchases not in accordance with these procedures will result in LCC Card cancellation. Cardholders abusing LCC Card privileges may also be subject to disciplinary action up to and including termination. The employee is liable for all personal purchases.
LCC Cardholders are required to review and process expense reports within ten (10) business days through the “Concur” system or equivalent and provide receipts for all transactions. Additionally, employees have a responsibility to report instances where College policy and procedure is not being followed. If you become aware of such an instance, notify your Supervisor immediately.
LCC Cardholders are responsible for:
· Knowing their LCC Card limitations (per transaction/per cycle) and purchase authority (i.e. travel only; or travel and purchasing) and complying with the LCC Card and Purchasing policies.
· Securing the LCC Card when not in use.
· Only the LCC Cardholder assigned the card should utilize the LCC Card, and all purchases must be made on behalf of and for the benefit of Lansing Community College. LCC Cardholders are forbidden from sharing their card number with others. Should someone else use your card for a purchase, cardholders are to report this to Purchasing immediately.
· Responsible for ensuring the receipt of the materials purchased, and follow up with the vendor to resolve any delivery problems, discrepancies or damaged goods.
· Responsible for follow-up with vendor on erroneous charges, disputed items or returns for credits.
· Responsible for obtaining receipts, charge card transaction slips, and maintaining a record of purchases. Original support documentation consists of sales receipt, itemized cash register receipt, vendor order form, or packing list.
Note: All receipts must contain a description of the items purchased. If the Cardholder has a receipt that reflects only total dollar amounts the Cardholder shall list the quantities of items on the back of the receipt or on a separate piece of paper and attach to the receipt.· Responsible for immediately contacting National City, Public Safety, and Purchasing as soon it is discovered that an LCC Card has been lost or stolen or the discovery of fraudulent charges on the account.
· Missing receipts: If the Cardholder is unable to obtain a missing receipt from the vendor, the Cardholder shall complete the LCC Card Missing Itemized Receipt/Documentation Affidavit and process it with the expense report. This form is completed and signed by Cardholder and their Supervisor.
· Save all expense reports and supporting documentation in a safe place for seven years.
· If you are unable to reconcile your LCC Card within ten (10) business days due to a systems issue you must contact the LCC Help Desk and have a trouble ticket issued. You must notify the LCC Card Program Administrator (via email) and your Supervisor of the circumstances and provide the trouble ticket number.
7.7 – Supervisor Responsibilities
Supervisors of employees issued an LCC Card have the following responsibilities:
LCC Card Issuance
· A completed LCC Card Request Form (Page A1) must be forwarded to the appropriate Divisional Budget Administrator for review and approval. The LCC Card Program Administrators are available for any questions.
· LCC Card limits are approved by Divisional Budget Administrators. The default limits are $2,500 per transaction and $2,500 monthly credit limit per employee. Categories include: Travel Only ($1,000/$2,500); Travel and Purchasing ($2,500/$2,500).
Review of Expense Reports
The review of the Cardholders’ expense reports is a key element of the LCC Card process. Review and approval is necessary to ensure cards are properly used in accordance with established College policies. Supervisors will review expense reports for:
· Appropriateness of the expenditure and reasonableness of the amount, including review of receipts attached.
· Availability of funds.
· Appropriate FOAPAL attached to each expense.
· Employees submit expense reports within ten (10) business days.
Timely Notification of Terminated Cardholders to the LCC Card Program Administrator:
It is the Supervisor’s responsibility to inform Purchasing and Divisional Budget Administrator when an employee is terminated or resigns. The Supervisor must ensure that the LCC Card is returned to Purchasing and the account is canceled.
7.8 – Card Security
LCC Cards should always be treated with at least the same level of care as personal credit cards.
· Sign your LCC Card as soon as you receive it from Purchasing.
· Keep the LCC Card in an accessible, but secure location that is accessible only to the Cardholder.
· Guard the card account number with care. Do not post it at a desk or in a day planner.
· If you leave employment, give your supervisor your card and all receipts.
· Do not enter the LCC Card number in an email or fax.
· Only enter the charge card number on a “secure” web site (there will be a padlock in one of the four corners of a secure web-site). Save receipts in a secure location for seven years. Even after reports have been reconciled, keep receipts!
· Keep an eye on your LCC Card during ALL transactions, and retrieve your LCC Card as soon as possible.
· Always know where your LCC Card is located and keep it and all paperwork secure.
· Be aware of what you are signing – your signature can copy through to other slips placed underneath.
· Do not discard credit card paper work in public areas. Always be sure to shred all documents that contain credit card account number.
· Do not give your LCC Credit Card number over the telephone unless you know you are talking with a reputable vendor.
The only person entitled to use your LCC Card is YOU. Do not lend the LCC Card to another person for use. If a Cardholder is absent from the office for an extended period, depending on the situation, the Supervisor may request that the limits on the LCC Card be reduced to zero and a new card issued to the replacement employee who is assuming the responsibilities during that original employee’s absence.
· Black out LCC Card number when displayed completely on a receipt.
· Be sure to put all receipts in a safe location until you are ready to reconcile and then retain in a secure place for seven years.