Xerox Corporation
Cardholder User Guide
(9/25/2006)
Version 1.0
Cardholder Guide
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Table of Contents
Section 1.0
Cardholder User Guide
Introduction
1.1
Purpose of the Guide .......................................................................................................... 4
1.2
Program Vision .................................................................................................................... 4
1.3
General Information ............................................................................................................ 4
1.4
Key Contacts and Responsibilities ...................................................................................... 5
Section 2.0
Purchasing Card Overview
2.1
Program Overview .............................................................................................................. 6
2.2
Purchasing Card Benefits ................................................................................................... 7
2.3
How a Purchasing Card differs from Corporate or
Consumer Cards ................................................................................................................. 7
Section 3.0
Program Management
3.1
Obtaining a Card ................................................................................................................. 8
3.2
Card Activation .................................................................................................................... 8
3.3
Cardholder Terms and Conditions ...................................................................................... 8
3.4
When and When Not to Use the Purchasing Card ........................................................... 10
3.5
Restrictions on Types of Purchases ................................................................................. 10
3.6
Suppliers ........................................................................................................................... 11
3.7
Authorizations Procedures ................................................................................................ 11
3.8
Transaction Dollar Limits/Monthly Spending Limits .......................................................... 13
3.9
Purchasing Card Expense Accounting ............................................................................. 13
3.10
Sales and Use Tax ............................................................................................................ 13
3.11
Receipts/Documentation ................................................................................................... 14
3.12
Bill Payment ...................................................................................................................... 14
3.13
Settlement ......................................................................................................................... 14
3.14
Memo statements.............................................................................................................. 14
3.15
Reconciliation Procedures ................................................................................................ 14
3.16
Receipts/Documentation Filing Procedures ...................................................................... 15
3.17
Supplier Dispute Procedures ............................................................................................ 15
3.18
Return and Exchange Procedures for Purchases ............................................................ 15
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Table of Contents
Section 4.0
Cardholder User Guide
Account Maintenance
4.1
Address, Name or Account Coding Changes ................................................................... 17
4.2
Lost or Stolen Cards ......................................................................................................... 17
4.3
Card Renewal ................................................................................................................... 17
4.4
Employee Termination and Card Cancellation ................................................................. 17
4.5
Exceptions ......................................................................................................................... 18
4.6
Duplicate Statement Requests ......................................................................................... 18
4.7
We Welcome Your Input ................................................................................................... 18
Appendices
A.
Cardholder Application ...................................................................................................... 19
B.
Employee Acknowledgement of Responsibilities ............................................................. 20
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Section 1.0 Introduction
Section 1.1
Cardholder User Guide
Purpose of the Guide
The user guide is designed to provide the information you need to participate in the
Xerox Corporation Purchasing Card Program. The guide provides the policies and
procedures under which the cardholders may utilize their purchasing cards.
Section 1.2
Program Vision
The Xerox Corporation Purchasing Card Program is designed to offer a low cost and
more efficient alternative for the purchase of low value goods and services. The
purchasing card focuses on purchases $3,000 or less. The card is designed to
eliminate the purchase order and invoice processing associated with these
transactions.
Section 1.3
General Information
The Xerox Purchasing Card Program is not intended to avoid or bypass appropriate
procurement procedures, but is to be used in accordance with the guidelines
established within Xerox to complement existing procurement and payment
procedures. Please treat this program with the same sense of responsibility and
security you would use with your own personal credit cards.
By signing the Citibank Cardholder Application (Appendix A – Xerox Version) and
Employee Acknowledgment of Responsibilities Form (Appendix B – Xerox
Version) the employee indicates that he/she understands the intent of the program
and agrees to adhere to the guidelines established for the program. Cardholders will
receive their Xerox Corporation Purchasing Card approximately 10 business days
after signing and submitting the Cardholder Application and Employee
Acknowledgment of Responsibilities. The cardholder may begin using the card
immediately after receipt and activation. Participation in Xerox Corporation’s
purchasing program does not affect personal credit ratings.
Accurate record keeping is essential to ensure the success of this program. This is
not an extraordinary requirement--standard reimbursement policies require retention
of receipts, etc. As with any credit/charge card, common sense suggests the
retention of receipts for your protection.
As with any new process, it is difficult to anticipate every question or issue regarding
the program. Therefore, your suggestions for any improvements or changes to the
program are welcome. Please keep the Purchasing Card Program Administrator
informed.
Finally, remember you are committing company funds each time you use the Xerox
Procurement Card. This is a responsibility that must be taken seriously.
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Section 1.0 Introduction
Section 1.4
Cardholder User Guide
Key Contacts and Responsibilities
Xerox Corporation has established a relationship with Citibank to provide and support
the Xerox Corporation Purchasing Card Program. Along with Citibank, the program
relies on key contacts within the Xerox Corporation organization to ensure its
success. These include:
Xerox Corporation Cardholder:
 Uses the purchasing card in accordance with the policies and procedures defined
for the program
 Verifies transactions made using the purchasing card are properly
posted on their monthly memo statement
 Maintains the security of the purchasing card
 Contacts Citibank Customer Service if their card is lost or stolen
Cardholder Manager:
 Identifies who is authorized to receive and use the purchasing card
 Ensures that cardholders are using the purchasing card in accordance with
corporate policy and within the program guidelines
 Reviews and approves cardholder statement of monthly purchases
Business Unit Coordinator:
 Responsible for business unit coordination of the Purchasing Card Program
 Serves as the local resource to clarify program policies and guidelines
 Serves as local contact to Citibank and Program Administrator
Accounts Payable:
 Responsible for payment of monthly consolidated invoice
 Posts expenses to the appropriate General Ledger account
 Ensures that each cardholder group submits support documentation
(receipts) for monthly purchases.
 Conducts post-payment audits on supporting documentation submitted by
cardholders to monitor card usage within the program guidelines.
Global Purchasing
 Reviews supplier lists and monitors supplier acceptance
 Manages MCC code list, and reviews any requests to unblock codes, whether
permanently or on a one time basis.
Purchasing Card Program Administrator:
 Responsible for the overall management and coordination of the program
 Serves as the centralized contact for Citibank and Xerox Corporation functional
areas involved with the administration of the program
Citibank Customer Service:
(800) 248- 4553 U.S.
(888) 834 - 2484 Canada (Bi-Lingual)
 Provides 24-hour service for cardholder inquiries
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Section 2.0 Purchasing Card Overview
Section 2.1
Cardholder User Guide
Program Overview
The Xerox Corporation Purchasing Card is primarily designed for the purchase of
goods and services $3,000 or less. Below is an overview of the general process and
procedures for the use of the Xerox Corporation Purchasing Card:
1. Xerox Corporation is responsible for payment of authorized purchases made under
the Purchasing Card Program. However, each cardholder is accountable for
purchases made and proper use of the card in accordance with outlined procedures.
2. Purchasing cards are issued by Citibank. Citibank will issue cards, send memo
statements to cardholders and reports to managers and other levels within the
organizational structure and deliver billing statements to accounts payable.
3. A number of flexible card controls are available under the program. These controls
ensure that the card cannot be used for certain types of purchases. ATM/cash
advances and travel and entertainment related expenses are blocked. Other card
controls such as monthly credit limits and single transaction dollar limits have been
established for each account. If a cardholder needs to make purchases outside the
established controls, please see your Program Administrator for an exception
request.
4. In the U.S. each cardholder will be required to fax receipts (over $100) to verify sales
taxes paid for sales tax audit purposes. In Canada, each cardholder will be required
to fax all receipts, regardless of dollar amount for tax audit purposes.
5. Monthly Statements will be mailed directly to each cardholder by Citibank. It will be
the responsibility of each cardholder to verify the accuracy of charges made and to
ensure any exception accounting entries are processed in the Pcard Expense
Reporting System located in the EPay website..
6. Store all relevant documentation in a secure area. Company retention policy is
10 years.
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Section 2.0 Purchasing Card Overview
Section 2.2
Cardholder User Guide
Purchasing Card Benefits
By taking full advantage of Xerox Corporation’s Purchasing Card Program, significant
benefits will be shared by you, Xerox Corporation, and Xerox Corporation’s suppliers.
Some of these benefits include the following:
For the cardholder:
 Simplifies the purchasing process
 Fosters trust and empowers employees
 Shortens the cycle time for delivery of goods and services
 Eliminates the need for personal funds outlay
For Xerox Corporation:
 Reduces the volume of manual and automated purchase order transactions
 Simplifies the authorization process
 Reduces the need for small dollar checks
 Reduces excess paper and storage
 Reduces supplier file set-ups and maintenance volumes
For Purchasing:
 Enables procurement personnel to focus more on strategic sourcing, vendor
relationships and process management.
 Significantly reduces the number of low-dollar purchase requisitions, purchase
orders, and the associated supplier database administration
For the supplier:
 Ensures payment within 48 hours
 Reduces the need for accounts receivable management
 Reduces cost of generating invoices
 Fosters supplier and client alliances
Section 2.3
How a Purchasing Card Differs From Corporate or Consumer Cards
The Xerox Corporation Purchasing Card differs from both corporate or consumer
credit cards in a number of ways. Specifically, the purchasing card allows Xerox
Corporation to set usage parameters, obtain enhanced control and receive
management information reports for all purchase activity on behalf of the company.
These include:
 $3,000 single transaction dollar limits
 $15,000 U.S. and $6650 Canadian billing cycle limits for total monthly spending
(These limits will be reset at the beginning of each cycle)
 Supplier category restrictions. All merchants are assigned a Merchant Category
Code (MCC) classification based on their type of business. The Xerox P-Card is
encoded to block certain merchants based on this MCC Classification.
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Section 3.0 Program Management
Section 3.1
Cardholder User Guide
Obtaining a Card
To request a Xerox Corporation Purchasing Card, a Citibank Cardholder
Application and Employee Acknowledgement of Responsibilities Form
(Appendix B – Xerox Form) must be completed by the Xerox employee (no
contractors will be eligible for a card). Important items to consider when completing
the cardholder application are:
 The employee and cardholder manager should sign and date the Citibank
Cardholder Application. The cardholder manager signature authorizes the account
to be established.
 All completed and signed cardholder applications should be forwarded to the
Purchasing Card Program Administrator for processing. Citibank will not set up
accounts without the proper authorizations.
 Employees should notify the Purchasing Card Program Administrator if the new
card is not received within 10 business days.
 For Canadian Employees only – your data will be stored and processed in whole or
in part in the United States. If you proceed to fill out the Citibank Purchasing Card
application, your data will be transferred out of Canada to the United States. Your
information will be treated as confidential information and with the understanding
that it may be used for any purposes necessary to process this application.
Information provided on this application may be available to the United States
Government or its agencies under U.S. law.
Section 3.2
Card Activation
The Xerox Corporation Purchasing Card is intended for use by Xerox Corporation
employees who have business procurement authority. The purchasing card is issued
in the name of the authorized employee who must sign the back of the card as
soon as it is received. The purchasing card may only be used by the employee
identified on the card.
For security reasons the purchasing card is issued inactive. Affixed on the card will be
a label with card activation procedures. Only the employee whose name appears on
the card is authorized to activate it. In order to activate the card, the employee will
need to provide their Employee Number and Date of Hire (Month/Year).
Section 3.3
Cardholder Terms and Conditions
By activating and signing the purchasing card, the employee agrees to participate
in the Xerox Corporation Purchasing Card Program and assumes responsibility in
accordance with program guidelines. Failure to abide by these terms may be viewed
as grounds for disciplinary action to and including dismissal. These responsibilities
include but are not limited to the following:
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Section 3.0 Program Management
Cardholder User Guide
 Xerox Corporation’s Purchasing Card is to be used for business expenditures only.
The purchasing card may only be used within the policies and procedures outlined
in the Purchasing Card User Guide. Xerox Corporation’s Purchasing Card may not
be used for personal or business travel and entertainment purposes.
 The purchasing card will be issued in the name of the employee. By accepting the
card, the employee assumes responsibility for the card and will be accountable for
review and approval for all charges made with the card. The card is not transferable
and may not be used by anyone other than the cardholder.
 Xerox Corporation’s Purchasing Card must be maintained with the highest level
of security. If the card is lost or stolen, or if the cardholder suspects the card or
account number has been compromised, the cardholder agree to immediately notify
Citibank Customer Service and his/her manager and the Program Administrator.
Under no circumstances is a cardholder to give their card or their card
number to another employee for them to make a purchase.
 All charges will be billed and paid directly by Xerox Corporation. Therefore, the
cardholder’s credit rating is not affected by participating in the Xerox Corporation
Purchasing Card Program. On a monthly basis, the cardholder will receive a
statement listing all activity associated with the card. This activity will include
purchases and credits made during the reporting period. While the cardholder will
not be responsible for making payments, the cardholder will be responsible for the
verification and reconciliation of all account activity.
 Cardholder accounts may 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.
 Policies and procedures related to the Purchasing Card Program may be updated or
changed at any time. Xerox Corporation will promptly notify all cardholders of these
changes. The cardholder agrees to and will be responsible for the execution of any
program changes.
 The cardholder agrees to surrender and cease use of his/her card upon termination
of employment whether for retirement, voluntary separation, resignation or
dismissal. In addition, the cardholder must surrender and cease use of card in the
event of transfer or relocation. The cardholder may also be asked to surrender the
card at any time deemed necessary by Xerox Corporation management.
 Misuse or fraudulent use of the card may result in disciplinary action and may be
grounds for dismissal.
 In a case where an employee misuses a card, the employee will be responsible to
repay the company for the amount of unapproved charges. These funds will be
recovered by the company through a deduction from the cardholder’s
paycheck.
 Suppliers are paid within 48 hours of the business transaction.
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Section 3.0 Program Management
Section 3.4
Cardholder User Guide
When and When Not to Use the Purchasing Card
The purchasing card will be used to buy business related goods and services that
typically cost $3,000 or less that are within the guidelines of Xerox Corporation’s
Purchasing Card Program.
The purchasing card may be used for (list not all inclusive):
 Transactions within allowable limits
 Miscellaneous goods and services not available through defined Global
Purchasing solutions or online catalogs
 Miscellaneous repair, replacement and spare parts (production excluded)
 Laboratory equipment and research supplies
 Miscellaneous operating and/or specialty supplies
 Equipment rental and maintenance
 External business services
 Seminars and conference registration fees
 Educational subscriptions, books, CD/DVD’s, tapes, etc.
 Training course fees and subscriptions
 Postage
The purchasing card may not be used for (list not all inclusive):
 PERSONAL USE
 Business travel and entertainment (airfare, hotels, etc.) — use AMEX
 Cash Advances
 Any item exceeding $3,000 in value — use iProcurement
 Capital items charged to CLAR capital projects
 Production materials (cost of goods)
 Any items available through designated Global Purchasing programs — e.g.,
Contract Labor solutions, iProcurement on-line catalogs
 Educational reimbursement & relocation expenses
 Employee reward and recognition gifts of any value
 Cellular personal expense —use T&E expense reporting process
 Computer software and licenses (Internal use)
 Daytime planners — Covey, Day Runner, etc.
 Handheld computers — Palm, Handsprings, etc
 Unincorporated service providers (1099 suppliers)
 Any merchant, product, or service normally considered to be inappropriate
use of company funds
Misuse of the purchasing card may be grounds for disciplinary action up to and
including dismissal. If you have questions regarding the appropriate use of the
purchasing card, contact Purchasing Card Program Administrator.
Section 3.5
Restrictions on Types of Purchases
Certain types of suppliers (e.g. traditional T&E categories) are excluded from the
Purchasing Card Program. These categories of suppliers have been “blocked” based
on merchant category codes (MCC). Any attempt to use the card at these suppliers
will be declined. Restricted supplier types include, but are not limited to airline
transportation, cash advanced, hotels, restaurants and car rental companies.
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Section 3.0 Program Management
Section 3.5
Cardholder User Guide
Restrictions on Types of Purchases (cont.)
These restrictions have been implemented to support the guidelines of the Purchasing
Card Program and to protect the interests of Xerox Corporation and its cardholders.
Restricted Supplier types are:
 Cash Advances
 Airline transportation, hotels, restaurants and car rental companies
 Department, electronics, clothing and duty-free stores
 Antique, jewelry, furriers, pawn shops
 Certain business services (tax prep, financial and legal services)
 Community agency or government services
 Educational institutions (universities, colleges, schools, etc.)
 Financial and credit institutions
 Food and beverage merchants
 Health services (Doctors, dentists, hospitals, medical labs, etc.)
 Recreational merchant (bowling, golf, movie theaters, video rentals)
 Transportation services (automotive, limousines, motor freight, etc.)
 Utilities (electric, gas, water, fuel cable, etc.)
Section 3.6
Suppliers
These restrictions have been implemented to support the guidelines of the Purchasing
Card Program and to protect the interests of Xerox Corporation and its cardholders.
There are a wide variety of suppliers that currently accept credit cards. If the
cardholder identifies a supplier that meets the purchasing card guidelines and is not a
credit card acceptor, the cardholder should contact the Xerox Corporation Program
Administrator. The Administrator will work with Global purchasing and Citi, to help
get the supplier added.
Section 3.7
Authorizations Procedures
To make a purchase using the Xerox Corporation Purchasing Card, follow the same
general procedures used for any type of credit card purchase.
The purchasing card may be used at any supplier that accepts MasterCard® for
payment of purchases. If a supplier does not currently accept MasterCard®, please
use an alternative approved method for purchasing. The steps of a typical purchasing
card transaction include the following.
Please indicate to merchants the cardholder should not be invoiced. An invoice could
result in a duplicate payment.
Phone/Mail Order:
1. Cardholder initiates a purchase by calling the supplier and performing the following:
a) Request the supplier to label packages as a purchasing card purchase and
include the cardholder’s name, shipping address and mail code. Never include
your credit card number on any sales receipts or shipping materials.
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Section 3.0 Program Management
Section 3.7
Cardholder User Guide
Authorizations Procedures (cont.)
b) Request the supplier to include invoice transaction detail including purchase price,
sales tax and packing specifics.
2. The supplier will process the purchase by noting the account number and expiration
date of the purchasing card. Some suppliers have the capability of capturing sales tax
and a 16-digit customer defined code.
3. Confirm the price, sales tax (if applicable) and any other charges. The supplier will
request authorization for all purchases via the Citibank MasterCard® system. An
authorization number will be given to the supplier as long as the purchase is within the
controls and spending limits established for your card. Otherwise, the authorization
request will be declined.
4. MasterCard® regulations require that requested merchandise be shipped before a
credit card charge can be processed. Confirm the anticipated delivery date with the
supplier.
5. If the purchase is outside the card limits, the charge is declined. If you encounter any
problems, please contact your Purchasing Card Program Administrator.
At Point of Sale:
1. Cardholder initiates a purchase by visiting the supplier and providing the supplier
with card for payment.
2. The supplier will either “swipe” the card through their terminal or make an imprint of
the card. Some suppliers have the capability of capturing sales tax information and a
16-digit defined code.
3. Confirm the price, sales tax (if applicable) and any other charges. The supplier will
request authorization for all purchases via the Citibank MasterCard® system.
An authorization number will be given to the supplier as long as the purchase is within
the controls and spending limits established for your card. Otherwise, the
authorization request will be declined.
4. The cardholder will sign the credit card receipt and request a receipt that includes the
purchase price and sales tax.
5. MasterCard® regulations require that requested merchandise be shipped/provided
before a card charge can be processed.
6. If the purchase is outside the card limits, the charge is declined. If you encounter
any issues, please contact the Purchasing Card Program Administrator.
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Section 3.0 Program Management
Section 3.8
Cardholder User Guide
Transaction Dollar Limits/Monthly Spend Limits
Each Xerox Corporation Purchasing Card will be assigned a single dollar transaction
limit of $3,000. Any purchase attempted with a total sales price exceeding the limit will
be declined by Citibank’s authorization system.
In addition, each account will have a total monthly spending limit of $15,000 for U.S.
and $6650 for Canada. As purchases are made using the purchasing card,
transactions are posted against the monthly spending limit as part of the authorization
process. Once the sum of all purchases (net of credit adjustments) exceeds the
monthly spending limit, any incremental purchases will be declined.
The spending limits are determined by the department and appear on the
cardholder application.
Please not that the manager who signs the application must have approval
authority that meets or exceeds the single transaction spend limit that is being
requested.
Section 3.9
Purchasing Card Expense Accounting
Along with the streamlined processing that the Xerox Corporation Purchasing Card
Program offers, the accounting for purchases made with the card may also be
simplified as each supplier MCC code will be mapped directly to a GL account code
on a one to one basis.
Section 3.10
Sales and Use Tax
In order for taxes to be tracked properly, U.S. cardholders will be required to submit
receipts for any purchases of $100 or more. Canadian cardholders are required to
submit all applicable receipts. If a particular business group mandates a lower
receipt submission threshold for their cardholders, that threshold will take precedence
over the stated limit. However, a business unit may not elect to raise their receipt
threshold above $100.
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Section 3.0 Program Management
Section 3.11
Cardholder User Guide
Receipts/Documentation
In the U.S. all purchases over $100 and in Canada all purchases regardless of dollar
value that are made using the purchasing card should be supported by store receipts,
MasterCard® 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 store receipt and MasterCard® charge slip are 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
Section 3.12
Bill Payment
On a monthly basis, accounts payable will receive a central invoice from Citibank
that consolidates all spending activity for Xerox Corporation cardholders during the
billing period. The invoice will provide individual transaction detail segregated by
cardholder name and account number.
Accounts payable is responsible for making payments to Citibank. Individual
cardholders will not be responsible for paying the Citibank bill. However, individual
cardholders are responsible for reconciling their accounts. Participation in the
Purchasing Card Program does not affect the credit rating of a cardholder.
Section 3.13
Settlement
Settlement of payment to Citigroup is not a prerequisite for cycle spend limits to be
reset. At the beginning of each new cycle, full corporate spend will be available to all
cardholders. Any issues regarding credit availability should be directed to the
Purchasing Card Program Administrator.
Section 3.14
Memo statements
Each month, Citibank will deliver to the cardholder a document referred to as the
cardholder memo statement. The cardholder memo statement includes a listing of
purchases made and credits received during the monthly cycle. The memo statement
is a reference document and not a bill. The cardholder is responsible for verifying all
activity listed on the memo statement is accurate.
Section 3.15
Reconciliation / Approvals Procedures
All cardholders are required to log into the Pcard Expense Reporting system using
their S3 log on to review and approve their Pcard purchases. Please refer to training
documentation in the EPay website for Pcard Expense Reporting.
The cardholder is required to reconcile the cardholder memo statement for accuracy
and verification of goods and services purchased with transactions reviewed/approved
in the Pcard Expense Reporting System located on the EPay website. The cardholder
may need to refer to previous orders to reconcile credits that may have been posted
on the current memo statement.
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Section 3.0 Program Management
Section 3.15
Cardholder User Guide
Reconciliation Procedures (cont).
Cardholder reconciliation procedures include:
 Review all transactions listed on the memo statement using the Pcard Expense
Reporting System.
 Fax appropriate receipts to (703) 554-8376
 Attach all sales receipts and other documentation to the memo statement
as support for each transaction
 Identify and highlight all discrepancies on the memo statement
 Contact supplier directly to resolve discrepancies
Section 3.16
Receipts/Documentation Filing Procedures
After the transactions have been reviewed and approved by the cardholder and their
manager, and the receipts have been faxed to the appropriate number, the
documentation package should be stored in a secure area.
Section 3.17
Supplier Dispute Procedures
While reviewing the memo statement, the cardholder may identify purchases that
were billed but were not received or ordered. It is the responsibility of the cardholder
to resolve any discrepancies on the memo statement.
The cardholder should first contact the supplier directly to notify him/her of the
dispute. If the supplier agrees that an error has been made, the supplier will credit
the cardholder’s account. This should be noted to ensure the appropriate credit is
received on the next memo statement.
If the cardholder is unable to resolve the dispute with the supplier, the cardholder
should contact Citibank Customer Service at (800) 248-4553 in the U.S. and (888)
834–2484 (Bi-Lingual) in Canada to report the dispute. A dispute form will be
provided to the cardholder that must be filled out and returned to Citibank. All
disputes must be submitted to Citibank within 60 days of the memo statement date.
Citibank Customer Service will resolve the dispute within the next 90 days. Any item in
dispute will be placed in suspense on the cardholder’s memo statement by Citibank
Customer Service. Any item in suspense is not subject to any finance charges and is
excluded from the total payment due amount until the dispute
is resolved.
*If a cardholder suspects fraudulent activity on their card, then they should contact
Citibank immediately.
Section 3.18
Return and Exchange Procedures for Purchases
The cardholder must ensure that any debits or credits expected as the result of
returned or exchanged goods are accurately reflected on the memo statement.
The cardholder should follow the procedures outlined below:
 Contact supplier to confirm instructions for returned merchandise
 Record and attach all relevant documentation with the memo statement
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Section 3.0 Account Maintenance
Section 3.18
Cardholder User Guide
Return and Exchange Procedures for Purchases (cont.)
 Review monthly memo statements to ensure that expected adjustments are
accurately reflected
Note: A cardholder may have to pay restocking charges on returned goods.
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Section 4.0 Account Maintenance
Section 4.1
Cardholder User Guide
Address, Name or Account Coding Changes
To initiate a change, the cardholder must:
 Complete a Cardholder Application for the appropriate changes with
management approval.
 Forward the approved changes (with proper signatures) to
corporatepurchasingcard@xerox.com
 Purchasing Card Program Administrator will contact Citibank on behalf of the
cardholder to process the change
Section 4.2
Lost or Stolen Cards
In the event of a lost, stolen or compromised card, the cardholder must immediately
contact Citibank Customer Service at (800) 248-4553 in the U.S. and (888) 834 –
2484 (Bi-Lingual) in Canada. The cardholder’s account will immediately be closed and
a replacement card will be delivered within 7 business days.
In addition to contacting Citibank Customer Service, the cardholder is responsible
for notifying his/her cardholder manager and the Purchasing Card Program
Administrator.
Failure to promptly notify Citibank of lost, stolen or compromised purchasing cards
may result in inappropriate charges to the department.
Section 4.3
Card Renewal
The purchasing card has a usage life of two years. Prior to card expiration, the
cardholder will be issued a new card to ensure uninterrupted service.
Section 4.4
Employee Termination and Card Cancellation
Upon cardholder termination of employment or move to a position that no longer
requires a purchasing card, the cardholder’s manager must:
 Collect the Purchasing Card from the cardholder and destroy it
 Notify the Purchasing Card Program Administrator of the termination, and they will
process the card cancellation with Citigroup.
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Section 4.0 Account Maintenance
Section 4.5
Cardholder User Guide
Exceptions
If a monthly spending limit or single transaction limit adjustment is needed, the
cardholder manager must:
 Review the spending limit adjustment request with the Purchasing Card
Program Administrator
Have the cardholder complete a new Citibank Cardholder Application
Please not that the manager who signs the application must have approval
authority that meets or exceeds the single transaction spend limit that is being
requested.
If an MCC code needs to be unblocked for a one time either temporarily or
permanently, the cardholder manager must:
 Present the reason for the exception to the Program Administrator in writing.
The Purchasing Card Program Administrator will contact Citibank Customer
Service on behalf of the individual cardholder. The cardholder or cardholder
manager should NOT contact Citibank Customer Service directly for any adjustment
requests as this requires signature verification.
Section 4.6
Duplicate Statement Request
To obtain a duplicate of a statement or a copy of the actual record of charge, the
cardholder can call Citibank Customer Service at (800) 248-4553, 24 hours a day,
7 days a week.
Section 4.7
We Welcome Your Input
Any comments or suggestions regarding the Xerox Corporation Purchasing Card
Program are welcomed and should be forwarded to the attention of:
James Reitz
1350 Jefferson Rd.
Mail stop: 0801-55A
Rochester, NY 14623
Ph: (585) 427-3003
E-Mail: James.Reitz@Xerox.com
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XEROX CORPORATION
PURCHASING CARD APPLICATION
SECTION I
INSTRUCTIONS
Pre-Requisite:
1. S3 Logon Access is required to utilize the PCard system.
To Add New Account:
1. Select New Account request
2. Complete all fields on form
To change information for existing accounts:
1. Complete Section II with the type(s) of request. Complete only the applicable fields on the form that need to be updated.
2. Fill in the last six digits of the individual Purchasing Card number. __________________________________________________________
3. Fill in card member’s name as it appears on their Purchasing Card. ________________________________________________________
Please send completed form to Program Administrator via:
corporatepurchasingcard@xerox.com
*For all new requests, please attach a signed copy of the P-Card Employee Agreement.
Note: The address entered onto the form will be where the card and statements are to be mailed.
TYPE OF REQUEST (“X” all applicable)
SECTION II
___ a. New Account _____ Card_____ No Card
___
e. Transaction Limit Adjustment
___ b. Address/Telephone Change
___ c. Name Change
___ d. Re-Open Account
SECTION III
CARDHOLDER INFORMATION
_____________________________________________________________________________________ (______)______________________
First Name of Cardholder
Middle Initial
Last Name (max. 25 char)
Business Phone
Xerox Corporation
_________________________________________________________________________________________________________________
4th Line Embossing (max. 24 char)
Date of Hire (mm/yyyy)
Employee Number
___________________________________________________________________________________________________________________
Mailing Address (max. 36 char)
Mail Stop
___________________________________________________________________________________________________________________
City
State
Zip Code
SECTION VI
TRANSACTION LIMITS
Monthly Limit $ _15,000.00____________
Single Dollar Transaction Limit $ _3,000.00_____________
Monthly Limit $ _____________
Single Dollar Transaction Limit $ ______________
EXCEPTION LIMITS
*Any adjustments or exceptions to these limits should be provided to the program administrator by the manager of the cardholder.
*Signing manager’s approval authority must meet or exceed the single transaction limit being requested.
SECTION VII
I, the cardholder, acknowledge that upon use of my card, I agree to abide by the procedures established in the Xerox Purchasing Card Employee
Agreement. I understand that it is my responsibility to notify Citibank at 1-800-248-4553 immediately if my card is lost or stolen.
Cardholder Signature ______________________________________________________________________________ Date: ____________
Manager Signature ________________________________________________________________________________ Date: ____________
Comments: _________________________________________________________________________________________________________
SECTION IV
ADMIN USE ONLY
Organization: _______________________________________________________________________________________________________
MCC Template: _____________________________________________________________________________________________________
Reporting Hierarchy: _________________________________________________________________________________________________
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Xerox Purchasing Card Employee Agreement
The Xerox Purchasing Card Program is intended to allow authorized employees to make business related purchases
utilizing the Citibank MasterCard Purchasing Card. Your acknowledgement and signature below is verification that
you have read the purchasing card training documents and that you understand, agree with and will adhere to the
policies and procedures that govern the Purchasing Card Program and the statements outlined below.
1.
I understand that the purchasing card is for Xerox approved purchases only, and I agree not to make
personal purchases.
2.
Improper use of this purchasing card will be considered misappropriation of Xerox funds. This will result
in disciplinary action, up to and including termination.
3.
If the purchasing card is lost or stolen, I will immediately notify Citibank by telephone. I will confirm the
telephone call by e-mail or fax along with a copy of the notification to the Xerox Purchasing Card
Administrator.
4.
I agree to surrender the purchasing card immediately upon termination of employment, whether for
retirement, voluntary or involuntary reasons.
5.
All charges will be billed to and paid directly by Xerox. The bank cannot accept any monies from me
directly; therefore, any personal charges billed to the Company will be considered misappropriation of
Xerox funds and could result in disciplinary action, up to and including termination.
6.
Any charges for personal use or other use by me in contravention of this Employee Agreement or the
policies and procedures that govern the Purchasing Card Program will be recovered by Xerox through an
automatic deduction from my paycheck.
7.
As the purchasing card is Xerox property, I understand that I will be required to comply with internal
control procedures designed to protect Company assets. This includes producing the purchasing card to
validate its existence and account number. I am also responsible to review/approve all transactions and will
be asked to provide receipts and statements for audit purposes.
8.
I will receive a Monthly Reconciliation Statement, which will report all purchasing card activity during the
statement period. Because I am responsible for verifying all charges on the purchasing card, I will resolve
any discrepancies by contacting the supplier first with elevation to the bank.
9. I understand the purchasing card is assigned to me as a Xerox employee based on a need to purchase
materials for the business. My purchasing card may be revoked based on change of assignment or
location. I understand that the purchasing card is not an entitlement nor reflective of title or position.
______________________________________
Employee Signature
___________________________________
Approving Manager Signature
_____________________________________
Employee Printed Name
___________________________________
Approving Manager Printed Name
Employee Number:_____________________
Employee Number:____________________
_____________________________________
Date
___________________________________
Date
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Sample
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