946-M4 Charge Cards FAQ

The Managing Account Statement is considered the "Billing Account" or "Corporate Invoice" for billing purposes. The Managing Account Statement will contain a 16-digit Managing Account Number which is used as the "Invoice Number" for remitting payment.

For State Agencies and Universities, the billing period has been pre-defined by the State of Texas, and will end on the 3rd of each month. Texas SmartBuy members may choose their own billing period. Statements are available the business day after the cycle date.

Yes, this functionality is available through U.S. Bank's Access Online system. Agencies should consult with U.S. Bank to explore the electronic billing file options available.

Statements will not be physically mailed as a best practice. They are available for download through Access Online. Go to Account Information in Access Online to view and download statements. Upon request, statements may be printed and mailed.

You can pay by ACH, Wire, Check, TelePay, AutoPay, Account Pay (in Access Online), or Real Time Payments. When paying by Check or ACH the agency must provide the full 16-digit Managing Account number as the "invoice number" within the Check or ACH remittance.

It is every participating agency's responsibility to reconcile their Managing Account and to ensure their accounts are paid correctly and on-time. U.S. Bank (USB) can offer some reconciliation support and guidance when there is a past due variance, but depending on how the account is paid, USB might not have access to enough information to reconcile completely.

The Access® Online system will hold statements for 2 years. A Program Administrator (PA) can request archived statements dating back 7 years. PAs must provide the full 16-digit Managing Account Number when requesting archived statements.

The Access® Online system will hold reporting transaction data for a 6-year period. Purged Transaction Level I data (minimum financial commercial card transaction data) is backed up, accumulated and retained for 15 years, and is available offline on request.

State of Texas in partnership with U.S. Bank offer the following card products: Procurement, Travel Cards (Corporate Billed or Individual Billed), One Card, Executive Cards, Department Cards, Ghost Cards, Virtual Cards, Declining Balance Cards, and Instant Cards (Mobile Wallet). The Program Administrator should discuss potential needs with their U.S. Bank Relationship Manager.

The program is available to State Agencies, Universities, and Texas SmartBuy members. Texas SmartBuy members must have an active membership to use the Commercial Charge Card Services. Texas SmartBuy members can verify their membership status at the Texas SmartBuy Membership Search.

All participants earn a rebate on this program. Participants get the benefit of all aggregated spend (all participants) across the program to earn a higher rebate. Rebates are paid semi-annually with no minimum spend required. State Agencies should be mindful of their speed of pay, as their performance benefits the State program, and contributes to the rebate that is paid to the State. Universities and Texas SmartBuy members can earn rebate on this program as well. The rebate is based on standard spend, large ticket spend, and speed of pay. Universities and Texas SmartBuy members must register with U.S. Bank by signing up for ACH or Check rebate payments. Contact your U.S. Bank Relationship Manager for more information about the rebate program, and or consultation on maximizing your rebate potential.

The system uses "Processing Hierarchy" which consists of five levels: Bank, Agent, Company, Division and Department.

• Bank = Product
• Agent = Plastic design and logo
• Company = Billing Account
• Division and Department = Optional nodes for reporting

• Corporate Liability or Individual Liability (aka Contingent) Corporate = Agency is responsible for balances; no credit checks on cardholders
• Individual (Contingent) = Cardholder is responsible; company covers legitimate business charges if cardholder cannot pay.

• Corporate bill and corporate pay = One central master statement and one payment covering all balances.
• Individual bill and individual pay = Each cardholder receives a statement and makes individual payments.

There is no cost to join or "program fees", but there are some fees associated with late payment, cash advance, foreign exchange, custom card, etc.

• Participants should follow the late payment interest as defined in Government Code, Chapter 2251
• For Individual Billed Accounts there is a 2.5% (minimum $2) Late Payment Penalty
• Foreign Exchange Fee is 1%
• Non-Sufficient Funds Fee is $15
• Cash Advance (for Locals Only) is 2.5% (minimum $2)
• Fully Customized Card Fees scoped and invoiced depending on the order, but not to exceed $5,000

State Agencies are not allowed cash access. Cash is only allowed on Travel Card and One Card products (for University and Texas SmartBuy only). Cash limits are established during implementation and card set up.

The State requires all payments be made within 30 days. All payments under the Contract shall be made in accordance with Chapter 2251 of the Texas Government Code and 34 Texas Administrative Code §20.487.

Program Administrators may contact the U.S. Bank Client Services Team for day-to-day administrative support. The Client Services team consists of Account Coordinators who are dedicated to the Texas program. To reach the Texas Account Coordinator securely, we ask that you please submit requests and inquires through our secure messaging portal in Access Online using the following steps:

• - Log in to Access® Online
• - Click on the "Need help?" menu item
• - Click on (select) the "Message client services" option

Following the above steps will allow you to submit a request to the Texas Account Coordinators. Please note, the "Contact us" or "Chat with us" options route users to the IT Help Desk for Access® Online Technical Support.

Call 800-344-5696 or 701-461-2042 for international calls. Available 24/7. The number is also printed on the back of the card plastic.

If the card has not been delivered, the program administrator can contact the Texas Account Coordinators by submitting an inquiry through the Access Online "Message client services" link under "Need Help?", or by calling the team at 855-250-6421, ext. 1566264 or 1566296. Alternatively, cardholders can contact Customer Service at 800-344-5696 if they don't receive their card.

Call U.S. Bank Customer Service (800-344-5696) or activate the card account within Access Online. For more information refer to this Card Activation Guide (PDF).

Cardholders should call the number on the back of their card to report fraud. When a cardholder reports fraud on an account, the Bank sends a Statement of Fraud (SOF) form in the mail to the cardholder address. The cardholder can request the SOF be emailed instead. The cardholder should complete and return the SOF to the Bank by the due date listed on the form. The form can be returned by mail or by the fax number identified on the Form. We recommend the cardholder always save a copy of the signed SOF for their records.

The CVV security code is listed on the back of the card account. For ghost cards or cardless accounts, the CVV is sent to the account system address via CVV letter. If a program administrator needs the CVV code in a rush, they may request it from their Texas Account Coordinators (Client Services team). A program administrator can contact the Texas Account Coordinators by submitting an inquiry through the Access Online "Message client services" link under "Need Help?", or by calling the team at 855-250-6421, ext. 1566264 or 1566296.

The managing account limits are established during account creation and may be adjusted via request to U.S. Bank Client Services. The program administrator can contact the Texas Account Coordinators by submitting an inquiry through the Access Online "Message client services" link under "Need Help?", or by calling the team at 855-250-6421, ext. 1566264 or 1566296.

Authorized program administrators may establish and adjust cardholder limits live in Access Online.

Program Administrators can establish monthly (cycle) based card limits, single purchase limits, MCC blocking, and other velocity controls such as daily spend and transaction count limits. Program Administrators can update controls in Access Online in real time, or use effective dating to set an effective date of a change.

Cardholder should call U.S. Bank Customer Service at 800-344-5696.

Cardholders can dispute a transaction by calling U.S. Bank Customer Service 800-344-5696 or by disputing through Transaction Management in Access Online.

U.S. Bank can only work with an authorized Point of Contact (POC) in our system. To maintain your POCs: Log into Access Online > Open the Program menu and select > System Administration

From System Administration choose to:

• Create Point of Contact
• Edit Point of Contact
• Find Point of Contact

The web address is https://www.access.usbank.com/. Bookmark the page for quick access. You can enter U.S. Bank Access Online in an online search to locate the website. Login with organization short name, username, and password.

Most State Agencies will use STOFTX, unless a separate OSN was assigned during implementation. University and Texas SmartBuy members will be assigned their own unique OSN during implementation. Reach out to your U.S. Bank Team if you are unsure of your OSN to log into Access Online.

Yes, U.S. Bank cards interface with all expense reporting tools. Electronic billing files can be established to integrate into expense tools during implementation, or post implementation upon request through the Texas Account Coordinators (Client Services team). Program administrators can contact the Texas Account Coordinators (Client Services team) by submitting an inquiry through the Access Online "Message client services" link under "Need Help?", or by calling the team at 855-250-6421, ext. 1566264 or 1566296.

Yes, the Instant Card (instant virtual card issuance to a mobile wallet) is a good solution for infrequent travelers, peridium, or any use case that requires the instant issuance of a card account to a mobile wallet user.

Yes, U.S. Bank Access Online has various dashboards available through functionality called "Data Analytics".

Yes, U.S. Bank Access Online has a "Program Monitor" function which can assist your Program Administrators with their audit requirements. The Program Monitor system is a free audit tool available to all program participants, with features such as establishing audit rules and case management.

Yes, the U.S. Bank Access Online system has a free solution for transaction management, online allocations, approvals, and receipt attachments. Programs can define their account code structure in the system, establish account validation controls, valid value lists, mark segments as required or not, create dependencies, etc. Cardholders can reconcile transactions one at a time, reconcile in mass, or reconcile with a "worksheet". Cardholders can establish favorites for convenience. Programs can choose to also use the online approval process or receipt attachments functionality.

Yes, agencies can enable the system to have receipt attachment functionality, upon request, at no cost.

U.S. Bank Access Online has over 70 standard on demand reports, as well as the ability to create Adhoc reporting. Users can pull reports on demand or schedule reports to their secure mailbox in Access Online called Data Exchange. The reporting categories include Administration, Financial Management, Program Management, Supplier Management, Tax and Compliance, System Administration (User Activity and Audit), Travel Itinerary reporting, etc.

Yes, program administrators and cardholders can use the Access Online mobile app. Use your same login credentials for the mobile app as you do for the web version of Access Online. Search for U.S. Bank Access Online on the Apple App store or Google Play store.

Through Access Online, cardholders can enroll in text and email fraud alerts. Cardholders receive a text or email and can respond to confirm the transaction.

Program administrators can view declined transactions in Access Online and through the Access Online Mobile App. Declines will be visible on the dashboard when logging into the system. Program administrators can also view declines through Access Online real time reporting.

When users first log into the system, a Welcome message presents training links, and they can also click the question mark link at the bottom of the screen and select Onboarding to see the same links. Program Administrators should attend the Webtool Walkthrough webinar at a minimum. They can also attend other webinars such as Cardholder Account Setup and Maintenance, User Profile Setup and Maintenance, Transaction Declines and Standard and Scheduled Reporting. During Implementation, Program Administrators can also access the following site: https://learn.adobeconnect.com/sttexasaccessonline/

On demand videos and technical documentation are available for cardholders to learn about Access Online. When they first log into the system, a Welcome message presents a training video, and they can also click the question mark link at the bottom of the screen and select Onboarding to see the same message. Access the Need help, User guides link or click a Guide icon at the top of a screen to view on-demand training and technical documentation about the system. Cardholders should watch the Access Online cardholder basics and the Transaction management video. If your organization uses the approval process, cardholders and approvers should also watch the Transaction approvals video. Cardholders can click the question mark link and select How-to guides to find steps to the most frequently done tasks