Corporate Purchasing Card
Guide
US/Canada and UK
Issued by
Global Procurement
Version 1.0
May 2016
Contents
Introduction ........................................................................... 1
Program Overview ................................................................ 2
What is a Purchasing Card? .......................................................... 2
Appropriate use of the Card .......................................................... 2
Authorized Spending Limits ........................................................... 2
Card Application Use ............................................................ 3
Card Application ............................................................................ 3
Card Dispatch and Activation ........................................................ 3
Making Purchases on the Card ..................................................... 3
Card Declined ............................................................................... 3
Receipt of Goods & Services......................................................... 3
Audits and Compliance ................................................................. 3
Spend Reconciliation and Approval ......................................4
Key Requirements......................................................................... 4
Reconciliation Process .................................................................. 4
Receipts/Documentation ............................................................... 5
Disputes Process .......................................................................... 5
Statement Settlement .................................................................... 5
Card Maintenance ................................................................ 6
Renewal of Card ........................................................................... 6
Card Lost or Stolen ....................................................................... 6
Card Cancellation.......................................................................... 6
Card Reinstatement after Short Term Disability ............................ 6
Card Reinstatement following Long Term Disability or Family
Leave ............................................................................................ 6
Card Reissued After Cancellation from Three Violations ............... 6
Employee / Manager and Budget Center changes ........................ 6
Spend Limit Exception Requests................................................... 6
Card Surrender ............................................................................. 6
Contacts ............................................................................... 7
US/Canada ............................................................................................ 7
UK ......................................................................................................... 7
Introduction
This guide is intended to provide information needed to participate in the Xerox Corporate
Purchasing Card Program and should not be used in lieu of corporate policy PUR004
The Purchasing Card Program is designed to offer an efficient alternative method for the
purchase of low value goods and services and eliminates the costs associated with the
standard purchase order and invoice processing approach. The Xerox Purchasing Card
Program is not intended to avoid or bypass appropriate procurement policies and procedures,
but is intended to be used in accordance with the guidelines established to complement
existing procurement and payment policies.
Employees will need to understand and acknowledge the responsibilities laid out in this guide
before being issued with a Purchasing Card. Supporting information, links and contact points
referred to in this document can be found by visiting the Global T&E website and selecting the
PCard drop down for your country.
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Program Overview
What is a Purchasing Card?
A purchasing card (PCard) is a credit/charge card for which Xerox is fully liable, issued by a
provider bank to an authorized Xerox employee. The card is similar to a consumer credit card
with the following differences:
• Standard transaction limits and monthly spend limits are set and controlled by the company.
• Certain categories of spend are restricted through Merchant Category Code (MCC) blocks
(e.g. ATM machines, entertainment related expenses).
• Xerox is responsible for payment of all transactions incurred.
• Participation has no effect on an individual’s personal credit rating.
Appropriate use of the Card
It is the cardholder’s responsibility to purchase only those goods that are necessary for Xerox
business purposes. Improper use of a purchasing card will be considered misappropriation of
Xerox funds. Misuse of the card including but not limited to splitting of an invoice to bypass the
single transaction limit, purchase of non-business related goods/services, etc. may result in
cancellation of the card, and disciplinary action up to and including termination.
Any expenses deemed personal and therefore non-reimbursable will be subject to recovery by
Xerox Corporation. These funds will be recovered by employee reimbursement via check
made payable to Xerox Corporation. Contact your PCard Program Administrator for further
details.
Purchasing Cards may only be used by the employee to whom the card is issued.
Certain types of expenditures are prohibited from use by corporate policy PUR004.
Authorized Spending Limits
Each card is set with a single transaction and a maximum monthly spend limit. These are
identified in the Corporate Policy PUR004
Splitting a transaction into separate receipts to bypass the single transaction limit is a violation
of policy. Contact your manager if you find that your single transaction limit is set too low.
Exceptions to the single transaction limit may be granted with manager’s approval but the
transaction limit can be no higher than the budgetary approval limit of the manager who
approves transactions on the card.
Exceptions to the monthly spending limit requires the approval of Global Procurement to
ensure that the card remains the right tool for the type of expenditure expected. Contact your
PCard Program Administrator to direct this request.
For clarification on individual’s spend authority levels please contact your PCard Program
Administrator.
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Card Application Use
Card Application
Only permanent Xerox Employees are eligible to apply for a card.
Visit the Global T&E website and select the P-Card drop down for your country. Select the
“new application” link and complete the necessary form. Review and acknowledgement of the
Corporate Policy PUR004 and this guide is required prior to a card being issued.
All completed and approved cardholder application requests should be forwarded to the PCard
Program Administrator for processing.
Card Dispatch and Activation
A card will be issued in the name of the employee by the provider bank and sent directly to the
address provided on the application form, with instructions on how to activate the card.
Employees should notify their PCard Program Administrator if the new card is not received
within 10 business days.
Making Purchases on the Card
To make a purchase, follow the same general procedure as used for a typical credit card
purchase (e.g. telephone, internet or in-store point of sale) taking note of the following:
• Always retain a copy of the order for statement reconciliation
• Always request that the supplier label the package and delivery note labelling as
‘Purchasing Card Order ‘
• Never split down transactions to bypass the single transaction limit set on the card. If a
transaction limit exception is required, submit your request Global T&E website or contact
your PCard Program Administrator.
Card Declined
A purchasing card transaction may be declined at the point of sale for many different reasons.
If a card is declined the cardholder should contact the card provider as soon as possible to
inquire about the cause of the declined transaction. Adjustments may be necessary to the
cardholder’s account (i.e. temporary unblock of an MCC, increase in transaction limit). Contact
your PCard Program Administrator for assistance in these cases.
Receipt of Goods & Services
Goods will be delivered to the specified Xerox delivery address. When an order is received,
the cardholder is responsible for ensuring goods are fully received and undamaged.
Retain all receipts and invoices to support reconciliation and tax reclaim processes.
Audits and Compliance
Cardholder accounts will be subject to periodic internal control reviews and audits designed to
protect the interests of Xerox Corporation. By accepting the card, the cardholder agrees to
comply with these reviews and audits. The cardholder may be asked to produce the card to
validate its existence and produce statements and receipts to verify appropriate use.
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Spend Reconciliation
and Approval
Key Requirements
Transactions must be reconciled each month by the cardholder and approved each month
by a manager with a budgetary approval authority greater than or equal to that of the
transaction amount.
Cardholders must reconcile each transaction which means confirming:
• The correct amount has been charged to the account
• All goods/services in relation to the transaction have been received
• Any refund has been received for returned goods or disputed items
If you are unable to reconcile all transactions for the relevant period, you must inform the
PCard Program Administrator to avoid the card being blocked.
If your statement is not available contact the card provider directly
Reconciliation Process
US/Canada Process
Transactions incurred on the PCard will be available in the expense reporting system within
three days after they have been processed by the provider bank.
The employee can receive email notices when the transactions are first fed into the PCard
expense reporting system by selecting the option in the profile setup in addition to the 20 day
intervals after first notification. The employee’s manager will also be notified by e-mail after 40
days if transactions have not been expensed. In order to avoid multiple notifications, and to
ensure the proper accounting of expenses, employees should always attempt to apply all
expenses from their P-Card pre-fill card data in the month incurred and at minimum, submit
their expense report, within 20 days of incurring charges.
Employees will receive a confirmation e-mail notice from the expense reporting system to
inform them of their manager’s approval.
UK Process
The reconciliation and approval process is currently carried out through the Citibank Online
Statement Tool (GCMS).
The statement runs from the 22nd of the month to the 21st of the following month. At the end of
a statement period the cardholder has up until the 11th of the month following the statement
period to log in, reconcile and have transactions approved by their manager.
When reconciling transactions in GCMS, a VAT invoice must be attached to all transactions
showing zero VAT.
If the supplier is Level 3 enabled then a “Global Invoice” icon will show against the transaction
under additional information. If a “Global Invoice” does not exist then please attach the invoice
and update the Tax amount field prior to checking the “Reviewed” box.
Note: Level 3 enabled means that electronic supplier invoice provides all necessary VAT
details at line item level, so the Citibank Statement can be used by Xerox Corporation to
reclaim VAT directly.
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Receipts/Documentation
All purchases regardless of value that are made using the purchasing card should be
supported by receipts, charge slips, shipping detail, etc. The documentation must be
maintained and stored for reconciliation, auditing and tax purposes. In addition, these
documents will be necessary to resolve billing and shipping disputes.
Typically, a receipt and charge slip is provided to the cardholder at the point of sale. With
phone, mail order, or online purchases, employees should request the supplier to:
• Clearly mark packages as purchasing card transactions
• Label packages with the cardholder’s name and shipping address
• Attach invoice transaction detail including purchase price, sales tax
and packing specifics
• Supply an online purchase slip
Disputes Process
If faulty or damaged goods are received, non-requested purchases are billed or purchases
billed incorrectly the cardholder should contact the supplier to seek resolution.
In the event the discrepancy cannot be resolved contact the Card Provider. All claims must be
submitted within 60 days of the transaction date or Xerox loses its statutory right for a refund.
Statement Settlement
All card statement balances are settled directly by Xerox on a monthly basis. Prompt approval
and reconciliation is a requirement to identify disputed transactions.
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Card Maintenance
Renewal of Card
Any expiring card will automatically be renewed by the card provider prior to the end of expiry
with a replacement sent directly to the card holder.
Card Lost or Stolen
If the card is lost or stolen, or if the cardholder suspects the card or account number has been
compromised, the cardholder must immediately notify the card provider and his/her manager
and the PCard Program Administrator.
Card Cancellation
Cardholders wishing to cancel their Purchasing Card should contact their PCard Program
Administrator to ensure all open transactions are approved for payment and that all necessary
activities are completed to cancel the card and the cardholder’s participation in the program.
Card Reinstatement after Short Term Disability
The cardholder should contact the PCard Program Administrator to request purchasing card
reinstatement with supporting approval from the cardholder’s immediate manager.
Card Reinstatement following Long Term Disability or
Family Leave
A new Purchasing Card application is required when a cardholder returns to active status
following Long Term Disability or Family Leave.
Card Reissued After Cancellation from Three Violations
A new Purchasing Card application is required with the approvals of both the cardholder’s
immediate manager and organization’s Finance Executive.
Employee / Manager and Budget Center changes
Submit any changes using the change request form on the Global T&E website
Spend Limit Exception Requests
Submit any changes using the change request form on the Global T&E website
Card Surrender
The cardholder agrees to surrender and cease use of his/her card upon termination of
employment whether for retirement, voluntary separation, resignation or dismissal. The
cardholder may also be asked to surrender the card at any time deemed necessary by Xerox
Corporation.
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Contacts
US/Canada
Xerox PCard Program Administrator
E-mail: [email protected]
Card Provider
Citibank
Telephone:
North America: 1-800-248-4553
Canada: 1-888-834-2484
Business Hours: 24hr Support
UK
Xerox PCard Program Administrator
E-mail: [email protected]
Card Provider
Citibank International PLC
Telephone:
United Kingdom 0845 607 0740
(Outside UK: +34 93 316 5978)
E-mail: [email protected]
Business Hours: 24hr English language service between 8am Monday and
8pm Fri. And between 9am – 5pm Sat (all times are CET)
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