Tennessee Valley Authority
BUSINESS - PRACTICE 3
Credit Cards
WHAT
TVA can provide employees with any of the following credit cards for use on official business:
- Bank of America VISA card--for travel expenses.
- First Tennessee Bank VISA Purchasing Card--for small purchases, and contract payments.
- VISA Gold Card--for travel expenses, minor purchases, and hospitality.
- Telephone cards--for business calls when TVA telephones are not available.
- Wright Express card--for fuel.
- US Fleet Leasing National Account Card - for vehicle repairs, maintenance, or road service for assigned vehicles.
WHO
All annual TVA employees who are authorized to use a card by their organizations, and in special situations, contractors who are designated as authorized procurement representatives by a TVA organization.
WHY
TVA provides employees with credit cards if using the cards enables them to perform their job duties more efficiently with reduced costs and less paperwork.
HOW
TVA has established procedures to pay for goods and services by using credit cards.
BANK OF AMERICA VISA GOVERNMENT CARDS FOR TRAVEL
Who Is Eligible to Receive a Card
Cards are issued to any employee who has a legitimate business need to travel and is approved by his or her organization.
How to Use the Card
Employees may charge all business travel expenses, including hospitality and rental cars--with the exception of airline tickets which are secured through TVA's official travel agency, World Travel Services--directly to their Bank of America cards. The Bank of America card may not be used for personal purposes. Bank of America bills employees directly once a month. Employees are responsible for filing for travel reimbursements through TVA's Expense Reimbursement System and paying Bank of America in full monthly, upon receipt of statement. Travel expenditures should adhere to TVA guidelines and Federal Travel Regulations. Reimbursement limits for travel expenses are explained in Accounting Procedure 15.
Bank of America cards may also be used to obtain travel cash advances from automated teller machines (ATMs). The minimum for cash advances is $50 per transaction and the maximum is $150 per seven days. Because of potential tax avoidance, the Wright Express card is the preferred method of procuring fuel for TVA vehicles and/or rental cars.
VISA PURCHASING CARD FOR SMALL PURCHASES
Who Is Eligible to Receive a Card
VISA Purchasing Cards are issued to any employee or contractor who is authorized to make small purchases with credit cards. (Refer to Principals & Practices , Business Practice 9, Management of TVA's Supply Chain Process Practice for more information.)
How to Use the Card
Procurement establishes the dollar limit per transaction and the types of purchases allowed on the Purchasing Card. Each organization determines the monthly monetary limits and the types of purchases employees are authorized to make. The following list includes types of purchases typically permitted by various organizations, but each cardholder should be aware of his or her organization's internal control plan and guidelines, legal requirements, and approval restrictions.
- Materials
- Supplies
- Books and periodicals
- TVA memberships in civic and professional organizations
TVA pays the monthly VISA Purchasing Card statements that are reviewed by the card holder and approved by his or her approving official. Cash advances are not available. Purchases cannot be related to official travel (i.e., lodging).
VISA GOLD EXECUTIVE EXPENSE CARD FOR TRAVEL, MINOR
Who Is Eligible to Receive a Card
TVA Board members, officers of the agency and other employees as approved by Chief Officers receive a VISA Gold Executive Expense card for travel and hospitality expenses. The same VISA Gold Executive Expense card may be used for minor purchases in accordance with the guidelines in the preceding section, VISA Purchasing Card For Small Purchases.
Requirement
The completion of the online hospitality training module is required for all VISA Gold Executive Expense cardholders, approving officials, reconcilers, etc.
How to Use the Card
The card can be used for any business travel expenses, except airline tickets which are secured through World Travel Services. Travel expenditures should adhere to TVA guidelines and Federal Travel Regulations. Expenditure limits are explained in Accounting Procedure 15.
The VISA Gold Executive Expense Card may also be used to purchase hospitality or to make arrangements for hospitality by TVA Board members, officers of the agency and other employees who are authorized to use the card for these purposes and who have a legitimate business need to purchase hospitality. (See Principals & Practices , Business Practice 7, Hospitality , and organizational guidelines for additional information.)
TVA pays the monthly statement for all VISA Gold Executive Expense Cards which are reviewed by the users and approved by his or her approving official. Those who use the card for travel, should file travel vouchers through TVA's Expense Reimbursement System only for travel expenses not charged to the card. Cash advances are not available.
TELEPHONE CALLING CARDS
Who Is Eligible to Receive a Card
Federal telephone calling cards are issued to any employee who needs to make long-distance calls for official business from non-TVA phones and is approved by his or her organization. Form TVA 15658 , Telephone Calling Card Request, is used to request telephone calling cards.
The standard Federal calling card can only be used for calls within the continental U.S. Federal calling cards with international access are available by special request for employees whose jobs require placing international calls from a non-TVA phone and/or calling to the U.S. from abroad.
How to Use the Card
Employees use these cards for calls necessary to conduct TVA business that are made from non-TVA phones. Employees receive information about how to use phone cards when the cards are issued. There is no cost for calling cards except usage charges when calls are placed. Each organization receives a monthly bill which shows the calls, minutes, and costs for each card used.
WRIGHT EXPRESS (WEX) CARD
- Vehicle Rentals
- Assigned Vehicles
Vehicle Rentals
Who Is Eligible to Receive a Card
Each organization determines if they will acquire WEX cards for individual travelers or share cards with multiple travelers.
How to Use the Card
Employees use this card only for fuel purchases for rental vehicles on official TVA business travel. This card is widely accepted by stations throughout the valley. The participating stations are listed in the documentation distributed with the cards. The WEX card can be used at some TVA sites with fuel and fuel card readers. The organization's short code is assigned to the card and all charges are direct billed to the organization. Rental vehicles for personal use are not authorized to use the WEX card.
Assigned Vehicles
Who is Eligible to Receive a Card
Organizations with assigned vehicles are issued WEX cards for each assigned vehicle. The card looks identical to the WEX card issued for vehicle rental fuel purchases, except the assigned vehicle TVA tag number is embossed on the bottom of the card. .
How to Use the Card
Employees use this card for fuel purchases and vehicle washes only. This card is widely accepted by stations throughout the valley. Employees should never use this card to service any vehicle.
US FLEET LEASING NATIONAL ACCOUNT CARD
Who is Eligible to Receive a Card
Organizations with assigned vehicles are issued a National Account Card for each assigned vehicle for vehicle service and preventive maintenance expenses. This card should remain with the vehicle.
How to Use the Card
Employees use this card for vehicle repairs, maintenance, or road service. Employees may select from any of the national account service providers listed in the maintenance program materials distributed with the card for repairs or preventative maintenance. Emergency road side assistance can be obtained 24 hours a day 7 days a week by contacting US Fleet Leasing Maintenance Department. Information concerning the use of the card is distributed with the card along with a preventive maintenance coupon book. The coupon booklet contains a preventative maintenance schedule based on mileage.
ROLES
Card Holder
- Retain receipts per applicable policy.
- Safeguard the cards assigned to them.
- Use TVA cards only for approved expenses.
- Report lost or stolen cards to the issuing organization.
- Pay their Bank of America bills on time.
- Return card(s) to the issuing organization upon changes in employment (i.e., resignation).
Organizations
- Identify those who are eligible to receive various types of cards.
- Determine who reviews, approves, and retains monthly statements, travel vouchers, and supporting documents for Bank of America and VISA cards.
- Develop and implement their own internal control plans.
- Approving managers ensure that charges are in compliance with TVA regulations.
Procurement
- Manages the VISA Purchasing card program.
- Manages the WEX card program.
- Manages the US Fleet Leasing National Account program.
- Develops, maintains, and interprets procedures on VISA Purchasing, Wex, and US Fleet Leasing National Account credit cards.
Accounts Payable
- Processes payment to card suppliers.
Telecommunication Services
- Administers the telephone credit card program.
Disbursement Services
- Administers the VISA travel card and VISA Gold Executive Expense card programs.
- Develops, maintains, and interprets procedures on travel and VISA Gold Executive Expense credit cards.
- Provides detailed information for customers.
RESOURCES
- Travel Clerks
- Human Resources Representatives
- Business Managers
- Accountants
- Procurement
- Information Services
- World Travel Services - 865-572-0125
BUSINESS
PRACTICE 3
Credit Cards
Last Revised 03/08
