Instructions for New/Existing Credit Card Holders

Eligibility

Fleming College employees who routinely purchases on behalf of the College can be designated by the head of their faculty or department to receive a Credit Card.  The person applying for a Credit Card must be a College employee.

Applying

Individuals must complete the application form through Evolve Fluid Forms (Fluid Forms/Form and Approval Builder (FI)/Fleming Forms) and sign an Acceptance Sheet before a Credit Card can be released. All newly issued Credit Cards are mailed directly from US Bank to the Credit Card Program Administrator. Cards can then be collected by appointment with the Credit Card Administrator who can be found in the Purchasing Department, Room B2 363.

(Note: as a result of the current pandemic and the requirement for the majority of employees to be working from home, a member of the Purchasing Department will contract you when your card arrives at the College to make arrangements for you to obtain the card from Security at the Sutherland Campus Information Booth.  Photo ID will be required.)

The standard application process time is less than three weeks from the submission of applicant data to receipt of the card. The Credit Card application form must be filled out in its entirety, including the approval of both your manager as well as your divisional Vice President.

Activating and Registering your Procurement Card

After receiving a Credit Card and signing the back of the card, cardholders must first activate and then register the card before they will be able to use it. Credit Cards need to be activated within 24 hours of receipt.  To activate a credit card follow the instructions that are received in the envelope with the card.

To register follow the Online Registration  guideline instructions.

Access Online provides a self-registration tool that empowers you to create your own User ID and Password. Follow the prompts and see how easy it is to use.

  • Organization short name is SSFC
  • From the Home Page Features, go to “Manage Email Notifications” and be sure that you to sign up for Email Notifications which will prompt the system to send you an email each month reminding you it is time to reconcilePlease note if you do not have transactions for the current month no email will be received. Email notifications will also send information if a possible fraud is identified.
  • When entering information in self-registration, if any of the entered information is not valid the system returns an error message, you only have three attempts to correct the information. If all three attempts fail, the account with incorrect information will be locked out from self-registration. You will need to contact Credit Card Program Administrator to unlock and reset your account.

Adding Additional Card to User ID

If you already have a credit card, and have received another card (Purchasing &/or Corporate) you can add the 2nd card to your existing User ID . Log in and go to Personal Info. Then Manage Account Access. Select Add Accounts.

Adding an Authorized User

If you require to have an Authorized User on your card, please complete an application using Evolve Fluid Form – Credit Card Change Request to add an Authorized User.  DO NOT make request until ACTIVATION & REGISTRATION have been completed.  

Like the rest of the Access Online features, self-registration has been designed to be intuitive; however, to ensure a positive experience, here are a few extra helpful hints:

Home Page Navigation  Gives you access to information regarding your card and to the Quick Links

Managing Home Page Settings Allows you to manage options for notifications 

Quick Links Gives you a one-click option to manage and view you credit card

Forgot Your Password Instructions on how to reset a forgotten password. 

Changes to Credit Cards

Any changes to existing cardholders and /or credit cards must complete the Evolve Fluid Form – Credit Card Change Request form. It is US Bank policy that FULL legal name is required. Complete the form if you require an Authorized User to your account. This is a person who can reconcile your accounts or make inquires on the cardholders behalf. Any changes to credit cards or credit card limit increases need to be approved by the Director of Purchasing.

Inactive Cards

If a card has not been used for an extended period of time (six months or more) Purchasing retains the right to cancel the card.

Renewal Cards

Cards are valid for a four year period and remain active through the month of expiry listed on the card. For example, a card with the expiry date of  ’04/12′ will remain active through all of April 2012 and expire on the last day of the month. All renewal cards are automatically sent to the Credit Card Program Administrators’ 2 to 4 weeks prior to the expiration date of the card at which time you will be contacted via email for scheduled distribution dates.  Renewal cards which are not collected by the cardholder within 14 days of the distribution event will be securely destroyed.  Cardholders would then have to reapply for a new card.

Card Cancellation / Extended Leaves / Sabbatical Leaves

It is the responsibility of the cardholder and the department manager to return the physical plastic to purchasing no less than 2 weeks prior to leaving the college upon termination of employment, retirement, leaving for sabbatical, or any other applicable circumstances.

Managers are responsible for ensuring that cards are cancelled when an employee leaves their position in that department for which the card was issued, and that all outstanding or relevant receipts have been collected. The account attached to the card must be reconciled in order to facilitate closing the account attached to the card. A backup person must be designated to reconcile the card in the event that the cardholder is unable to. The card will be cancelled and if the individual is returning to the College, they will apply for a new card upon their return.

To cancel a Fleming Credit Card, department managers need to complete the Evolve Fluid Form – Credit Card Change Request.  The physical plastic must be cut in half width-wise, sealed in an envelope and sent to:  Credit Card Administrator,  Purchasing Office, Room B2 363.

(Note: as a result of the current pandemic and the requirement for the majority of employees to be working from home, the Visa card(s) should be destroyed in the manner identified above, and a photo taken of the destroyed cards sent to the Credit Card Administrator).

 Lost / Stolen / Damaged Cards

In the event that a Fleming Credit Card is lost, stolen, cardholders are required to immediately notify US Bank at 1-800-588-8067 and then notify the Credit Card Administrator. If a card is damage beyond use contact US Bank who will forward a new card to the Credit Card Administrator for the cardholder to pick up.

Transaction Issues

Returning an Item

Items should be returned directly to the supplier by whichever means the supplier requires. It is the cardholder’s responsibility to return items and determine that proper credit is posted to the card for any returned item.  In addition, a credit note or return receipt should clearly show what was returned, and the total/taxes refunded. Also confirm that the credit allocates the same account / department as the original purchase.

Disputing a Transaction

A cardholder may disagree with a charge that appears on their monthly credit card statement. Please do not click the “Dispute” button on the US Bank website. The cardholder is responsible for following up with a supplier for any erroneous charges, disputed items, or returns. Disputed charges can result from failure to receive goods, fraud or misuse, altered charges, defective merchandise, incorrect amounts, sales tax charges, duplicate charges, credits not processed, etc. The cardholder should contact the supplier first in order to resolve any outstanding issues. Most issues can be resolved in this way. When successful, make sure to get a name of the individual and a written confirmation of the credit from the supplier.

If a cardholder feels the transaction is a “Fraud” please contact US Bank immediately by calling 1 800 588 8067.  US Bank will direct you on the next steps to be taken.