The Citibank VISA Corporate Card is the required method of payment for all NBCUniversal business-related travel and expenses for those who travel regularly. Staff employees who incur regular business related expenses may apply for the Corporate Card. Approval is required from your manager and your local Finance lead before obtaining a card. P-Cards shall not be used for any travel expenses unless approved prior to use. Any expenses over and above base room rate and taxes should not be included as part of any master bills (regardless if payment is by production budget, T&E, or P-Cards).
Company credit cards are not to be used for personal expenses. If an employee inadvertently uses such card for a personal expense, he/she must immediately notify his/her manager, mark the expense as personal in Concur, and write a check to reimburse the company within 14 days from the date of such charge. Those found to have more than 3 personal charges on their company card will have their company card revoked. Additionally, failure to comply with this policy may result in disciplinary action, up to and including termination of employment.
Freelancers (production payroll) and interns are not eligible for corporate cards, but must use Concur to submit for reimbursement of their expenses. Please contact your local HR representative on how to set up a Concur account for reimbursement.
If an employee finds fraudulent activity on the card, he/she must call Citibank at the number on the back of the card, and notify his/her manager immediately. Citibank will provide the necessary forms to report fraudulent charges – it is the employee’s responsibility to take all necessary steps to resolve fraudulent charges to his/her card.
While certain senior executives may have their reports prepared on their behalf by an administrative assistant, the report is still the ultimate responsibility of the cardholder and should be reviewed prior to submission. Preparation by an assistant does not excuse inappropriate use of the card or untimely submissions.
Expense reports must be submitted within 30 days following completion of a business trip or the occurrence of the expense event. Any open item (excluding airfare/bus/metro/rail) greater than 60 days from transaction date will cause your corporate VISA credit card to be suspended automatically at midnight (Eastern Time). This is an automatic daily process. You will be unable to reactivate your card until the aged item is cleared, as the suspension process runs nightly. If your card is suspended, it could take up to 3 business days for reactivation to take effect. Please note, because this is now an automated process we will not be able to intervene on your behalf to prevent suspension.
Open T&E items are defined as:
Unassigned Charges: these are corporate card transactions that have not been imported into an expense report. They can be viewed by clicking the Expense tab and choosing View Charges. You must import these charges into an expense report and submit the report for approval (advance-purchased airfare/bus/metro/rail transactions are excluded).
Unsubmitted Expenses: these are expenses that are on an expense report, however the report has not been submitted or has been returned to you by a manager, auditor, or processor for resolution. These can be viewed by clicking the Expense button and choose View Reports. If a report has a status of Sent Back to Employee or Not Submitted, you must complete the report and click the Submit button (advance-purchased Airfare and Bus/Rail/Metro transactions are excluded).
If you have any questions about how to submit your expenses, please contact the Corporate Travel Team at travel.admin@nbcuni.com or 212.664.7154.