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):

• 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.