The University of Regina has an agreement with Bank of Montreal which provides a BMO Mastercard Corporate card to members of the University Faculty and Staff who travel on University business.

The objectives of the corporate card system are:

 

·               to simplify travel arrangements and record keeping;

·               to virtually eliminate the need for travel advances;

·               to provide insurance coverage as described later in this policy;

·               to eliminate those traveling on University business from having to carry large sums of cash; and to improve the cash flow of the University

 

The card program is intended as a convenient tool to assist University travellers and the University, not as a perquisite. The card is a business travel card and account balances are to be cleared by the individual cardmember as billed.

 

Features of the card to University travellers include:

 

1.             Individual plastic embossed cards are issued in the name of the employee and the University of Regina . "Corporate and Travel" are emblazoned on the face of the card. The individual card member receives a monthly statement at the address of their choice with a duplicate hard copy of each charge, summaries of their debits and credits and aging status of their account.

2.             A toll free customer service line (1-800-263-2263) is available to offer assistance to cardmembers.

3.             Charges are billed monthly and are due and payable upon receipt of the billing statement. The individual cardmember is responsible for making payment to Bank of Montreal for all charges made on the card. If an account remains outstanding on the next billing statement (30 day billing statement) it is deemed delinquent. Delinquency charges, however, are not assessed until after 60 days (60 day billing statement) at which time delinquency charges are levied on all delinquent amounts. The individual cardmember is responsible for any delinquency charges.

4.             The card is issued for convenience and is intended for University staff travelling on University business (including research), or travelling with the permission of the University at the expense of a third party, but may be used for other than business expenses. Spouses or family cannot be authorized to sign for charges using the card. Since the individual is responsible for payment of the account, the card may also be used for personal purchases.

5.             Any annual corporate card fee, if applicable, will be billed to the University, not to the individual cardmembers' accounts.

6.             Bank of Montreal Mastercard is connected to automated banking machines (ABM’s) internationally. Cash withdrawals can be made from any ABM displaying the "INTERAC" or "CIRCUIT" symbol. The withdrawal limits are $500 daily and $5,000 monthly, in Canadian dollar equivalencies. The cost for cash advances is 2% of the withdrawal amount plus a $1.00 transaction fee. The 2% is assessed at time of billing and not from the day of withdrawal. Such charges are to be separately identified on Reimbursement Claim forms and are paid for centrally from FOAPAL/account Fund 10000; Organization 5500; Account 6191.

7.             Comprehensive insurance coverage through the Corporate MasterCard MasterAssist Travel Protection program which includes the following: MasterRental Car Rental Benefits
- Collision Damage Waiver (CDW) - Automatic coverage for theft of/or damage to rental cars for the full value of the car at no charge provided the car rental is charged to the Corporate MasterCard Card. The amount of the benefit payable will be equal to the cost of repair or replacement of the rental card less any amount assumed by the car rental agency, its insurer or a third party insurer. In the event of a claim, call 1-866-556-4432 as soon as possible or within 48 hours.
- Car Rental Accidental Death and Dismemberment Benefits – Automatic coverage for an insured person who suffers a loss (as defined in the insurance certificate), arising as a result of an accidental bodily injury to the insured person while occupying an eligible rental car.
- Car Rental Personal Effects Benefits – Automatic coverage of the loss, theft or damage to personal effects belonging to an insured person while in transit or in any hotel or other building en route during a trip with the rental car.

         To take advantage of this protection, the cardmember must decline the collision damage waiver, or similar option offered by the car rental company, and use the BMO Mastercard Corporate Travel Card for payment. There is no additional charge for this coverage, and the daily collision damage waiver fee is saved. In addition, the University's non-owned automobile liability cover extends to the driver of a rented vehicle where the vehicle is used for "University" business and therefore the liability cover offered by the car rental agency need not be taken.

8.             Comprehensive insurance coverage up to $ 500,000 Accidental Death and Dismemberment Benefit when the Cardholder's common carrier (plane, train, bus or ship) is charged in advance to the Corporate Card. University of Regina underwritten by Chubb Insurance Company of Canada. An eligible person is covered if they are accidentally injured (death or dismemberment) while boarding, riding in or getting out of a common carrier (i.e. bus, plane, train etc.) which is being taken for a business trip and for which the fare has been charged to the Corporate card or account. Coverage is also available if that person is accidentally injured when hit by a common carrier at the place of departure or final destination of the business trip. (Please refer to the Certificate of Insurance for further details or call direct to 1-866-556-4432).

9.             Additional Travel Insurance and Benefits Information:

             Further insurance and benefit information can be obtained from Supply Management Services website - http://www.uregina.ca/sms/amexben.shtml .

10.         A stolen or lost card should be reported immediately to BMO Mastercard. The toll-free telephone number to BMO Mastercard within Canada is 1-800-263-2263. If outside Canada , contact collect: 1-416-283-2263.

11.         When requesting reimbursement do not wait to turn in a Reimbursement Claim form until a BMO Mastercard bill has been received. Submit the claim with the card slips and receipts so that reimbursement occurs on a timely basis. This will put the funds in the card holders' hands so that upon receipt, the BMO Mastercard bill can be paid. Claims reimbursement is made weekly - as claims are approved they should immediately be forwarded to the Business Office. Claims not needing correction that are in the Business Office on Friday will as a rule be paid (mailed to the employee) the following working Friday. The University will not reimburse interest or service charges due to late payment on card balances by employees.

12.         If airline tickets have to be purchased early to get a reduced rate, a Reimbursement Claim for the ticket(s) cost, supported by the travel agent invoice, may be submitted. This will permit funds to be received in time to pay the BMO Mastercard account when the bill for the airfare is received. The actual ticket is then to be submitted with the final Reimbursement Claim Form.

13.         Purchase Orders will not normally be issued by the University to travel agents, airlines or hotels. The BMO Mastercard Corporate Travel Card should be used for that purpose. It is intended that the BMO Mastercard Corporate Travel Card be used to pay all travel expenses possible.

14.         Cash advances are only issued for University travel under unusual circumstances. University travellers are not required to use the BMO Mastercard Corporate Travel Card if they do not wish to do so; they may use another credit card. However, the BMO Mastercard Corporate Travel Card will have " University of Regina " under the card holder's name, perhaps easing questions related to corporate rates.

15.         Remember a Travel/Advance Authorization Request Form must be obtained prior to travelling. This informs the Business Office of the amount approved for travel, and records travel approval -- in case there should ever have to be a claim on University insurance.

 

To obtain a card:

 

The requestor must complete the application web-form at http://www.uregina.ca/sms/amexapp.shtml, which will be forwarded to Supply Management Services. A hard copy application will be processed and forwarded to the requestor for necessary signatures. The card is issued to an individual who is responsible for the charges incurred.

 

Upon an individual's termination:

 

The University will notify Bank of Montreal and the corporate travel card will be cancelled on the effective date of termination. The card should be destroyed. The card holder continues to be responsible for any outstanding charges incurred.