Visa Guidelines Usage Expectations: NVA Visa cards are to be used solely for hospital and work-related expenses. Itemized receipts must be submitted monthly. • • • • • • • •
The card should completely replace use of personal credit cards for legitimate business expenses. The card should be used for travel and related company expenses for NVA employees only. o The card should not be used by or for non-employees, which included spouses. Personal and non-business expenses should never be placed on the card. The card should be used for COD vendors and other vendors that do not allow payment on account. The card should not be used to replace invoices that can be forwarded to us during your normal daily or weekly invoice submission process. The card should not be used for recurring monthly invoices since they should be submitted during your normal daily or weekly invoice submission process. If you are unsure if a charge is a company related expense, please contact your DL or MRO for further instruction. The card is intended to be a 3rd option for payment in cases where submitting the Invoice through IPS is not possible or practical.
Spending Limits per card: • • •
Per Transaction Limit: $500 Monthly Transaction Limit: $5,000 In emergency cases, limits can be increased by contacting your DL or MRO.
Monthly Reconciliation Process (required back-up and documentation): • • •
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At the end of each month, you will receive an email notifying you that your Visa statement needs to be reconciled via your hospital’s NVA Financials Folder. You will code each item listed in the spreadsheet to reflect the Chart of Accounts codes for expenses. Upon completion of coding the spreadsheet, scan all receipts and save them into your Visa Statement area in your NVA Financials Folder. o Itemized, detailed receipts must be included – ex., the detailed receipt for travel related meals and itemized receipts for purchases. ALL receipts must be scanned in for audit purposes and review by your DL or MRO.
Adding/Removing Cardholders: • •
Normally, the MDVM and HM are the only cardholders permitted. To add/remove a cardholder, complete the Visa Change Form and then email it to NVAVisa@nva.com and cc your DL or MRO.
Lost/Stolen cards: • •
Within 48 hours, notify Visa by calling 800-932-0036. Email NVAVisa@nva.com and cc Florence Domingo (FDomingo@nva.com) to notify them that your card was lost/stolen and that you have contacted Wells Fargo.
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