388.2 University Travel Cards

388.2 University Travel Cards

A. Background

A university travel card is available to employees who travel frequently on university business. The purpose of this card is to provide a convenient way of paying travel expenses and to minimize the need for travel advances in cash.

B. Policy

At the written request of a budget unit head, travel cards are issued to individuals who travel frequently. Persons accepting a university travel card agree to abide by travel regulations regarding the use of the card.

C. Guidelines

1. Administration of the travel card program is the responsibility of the Office of the Director of Administrative Services. Lost or stolen cards should be reported to the travel coordinator immediately.

2. Travel expenses paid by travel cards must be included on the Travel Authorization and Voucher, Form TEV. The total amount for these charges will be deducted on the form in section 29 described as "travel card" before amounts due the traveler or the university are computed. Receipts for expenditures, i.e., hotel bills, restaurant bills, rental car invoices, etc., paid by travel cards must be attached to this report as is required for other reimbursable expenses. All travel card receipts must also be attached.

3. Travel card statements are received and distributed monthly by the travel coordinator to the travel card holder or a person designated by the Department. The travel card holder or designated person verifies charges, codes statement, attaches receipts for charges not submitted on a travel voucher, and forwards the statement to the budget unit head for approval. The statement should be forwarded to Financial Services within three (3) work days for payment. If statements are not returned to Financial Services within this period, it is the responsibility of the department to pay for late charges incurred. If there is a dispute, the card holder will write to the credit card company and follow up for settlement on the dispute.

4. Personal expenses should not be charged on the university travel card.

5. Use of the travel card may be withdrawn because of inappropriate use.

6. Cash advances cannot be requested through a banking facility or ATM using the travel card.

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