Travel Card Training

Card Administrators

Why Have a Travel Card?

Standard Visa Card

Allows for quick and easy reservations

Reduces the amount of money the traveler has to pay out of pocket

No Policies have changed just another form of payment

Roles Related to Travel Card

Budget Authorityo The person who has authority over the fund

that is linked to the cardo Responsibilities:• Oversees appropriate use of the card• Ensures fund has allowable budget for

expenses• Approves funds to be used on card• Signs off and reviews monthly statements

within designated time frame

Roles Related to Travel Card

Card Administrator & Alternate Card Administratoro This is the person that oversees the travel card reconciliation o Responsibilities:

• Reconciles all expenses charged to the card in the Travel Card System

• Ensures that the correct travel authorization is selected and matches the expenses

• Reviews and updates fund information in Travel Card System• Ensures timely statement reconciliation and submission to travel

office• Retrieves card from card holder when he/she leaves the university,

and ensures all transactions and receipts have been turned in before the cardholder leaves the university

• Makes sure cardholder complies with all policies and procedures• Must attend Card Admin Training

Roles Related to Travel Card

Card Holdero Is the person whose name appears on the card. Card holders

should only charge expenses for themselves to the card. o Responsibilities:

• Charge expenses that comply with all guidelines of the travel card

• Ensure receipts are correct• Retain original receipts for every expense• Ensure that a travel authorization has been created and

approved to go along with the expense charged to the card• Review and sign the statement• Resolve disputed and fraudulent charges• Handle refunds and credits on card• Must attend Card Holder Training

Roles Related to Travel Card

Grant Officero The person who has authority over the grant fund that is

in OSPo Responsibilities:

• Oversees appropriate use of the card• Ensures fund has allowable budget for expenses• Approves funds to be used on card• Signs off and reviews monthly statements to the card

What Can Be Charged On The Travel Card?

Travel Expenses for the Card holder only Travel Expenses for Student Groups when you are

the faculty leading the group trip. All expenses will be paid by you and nothing will be reimbursed to the students.

Allowable Expenses:o Airfareo Registrationo Rental Caro Lodging – Cost of Room and Tax only

Examples of Items Not Allowable

Baggage Taxi, Shuttle Parking Charges at hotel Gas Additional Insurance, GPS or Upgrades on Rental

Cars Meals Someone else's travel expenses Internet Charges

System Used For Travel Card E-Travel has a new tab at the top of the screen

called “Travel Card” Once you click on Travel Card all options that are

available to you (based on your role) will show up The travel card system will allow you to:

o Apply for a new cardo Reconcile all transactionso Link expenses to travel authorizationo Update/change information on cardo See infractions

How Do You Apply For A Card?

Log into UBusiness Click on E-Travel Click on tab at the top called “Travel Card” Click on Request Card Complete all information Click Submit Once approved by everyone it will be submitted

electronically to the Travel Office to process the application

Travel card will only be issued after everyone has been to training (cardholder, card admin and alt. card admin)

New Travel Card Application

Limits and Restrictions On Travel Card

Single Transaction Limit is unlimited Monthly Card Limit is $10,000

o Higher limit must be justified and authorized by Travel Office MCC codes are used to block unauthorized expenses The following MCC Codes will be unlocked for the

travel card:o Airfareo Lodgingo Rental Carso Travel Agencies

If you have a transaction that will not accept the card based on the MCC codes and it is one of the allowable expenses please contact Travel Office Card Administrator – Sandy Gladden at either 962-4217 or gladdens@uncw.edu

Basics of Reconciliation Billing Cycle is from the 16th of the month through the 15th of

the next month All transactions must be reconciled and have a travel

authorization linked to the expenseo Must be a travel authorization (No Blankets)

Original receipts must be submitted with the statemento Receipts must have a dollar amount and itemized

description listed Cardholder must approve the reconciled statement each

month Use the Travel Card System to reconcile all transactions. This

may be done anytime during the month before the cut-off. Do not wait until your statement comes in to reconcile transactions

What has to be Submitted to Travel

Office Original Bank of America Bank Statemento This should be received in the mail by the person

designated in the travel card system. Electronic generated reconciled travel card

monthly statement that includes all required signatureso This will be available to be printed from the travel card

system after the cut off date for reconciling transactions and the budget authorities, grant officers and cardholder sign off on all transaction in E-Travel.

Original Receipts and Supporting Documentation for all charges made on credit card statement.

Refunds and Credits Credits for Airfare

o When you receive a credit for an airfare that you canceled please add a note in the travel authorization explaining why it was canceled. Also put a note in the new travel indicating the travel number that the credit is from. Make sure to cancel the ticket before the flight leaves or you will not receive a credit.

Refund for Lodgingo When you receive a refund for lodging you will need to add

a note explaining the credit in the travel system o When you reconcile the transaction the credit will need to

be charged back to the same fund and accounto You should have some type of documentation showing what

the refund is for

Refunds and Credits Refunds/Credits for Registrations

o If you have to cancel a registration that was already paid then you will need to add a note in the Travel Authorization explaining why

o The credit must be charged back to the same fund and account that was originally charged

o If only partial credit was given you will need to provide the documentation explaining why. You must also put a note in the Travel Authorization

Disputed Charges on Statement

Try to resolve with merchant first If unsuccessful, contact Bank of America and

complete the Dispute Charge form in the Travel Card System

Fraudulent Charges A fraudulent charge is a charge not made by the

cardholder As soon as you or the cardholder are aware

of a fraudulent charge made on the credit card, contact the Travel Office Card Admin. If it is during the weekend please contact Bank of America directly and either email or leave a message with Travel Office Card Admin (962-4217).

The UNCW Police Department will be notified and immediately complete a report to be turned into the SBI.

Lost or Stolen Card Keep your card in a secure place Report lost/stolen Card immediately to the bank,

your card admin, and the Travel Office Card Administratoro Bank 1-888-449-2273o Travel Office Card Admin 962-4217

Supporting Documentation

Airfare-o Proof of purchase (original ticket or e-ticket) including flight itinerary,

traveler’s name and the name of the person who purchased the ticket.  

o The ticket must be Coach Class unless prior written approval from the chancellor is attached to payment request.

 o If original ticket/e-ticket is not available, an original credit card statement

showing purchase of the ticket and the flight itinerary may be substituted.   

o If personal time is attached to the trip you will need to provide a comparison quote from the same airfare provider for a direct flight on the business dates.

o If not flying from ILM, provide justification and comparison quote for round-trip out of ILM.  Will not be reimbursed mileage or extra per diems more than the amount of the round-trip out of ILM. Please put explanation in the notes section of the travel.

Supporting Documentation

Registration-o Original receipt showing payment of registration fee, any

additional expenses, and the traveler’s name is required.o Web receipts are acceptable if they include the same

information as above as well as the name of the organization that received the payment.

o Include a copy of the conference agenda or brochure that shows whether meals or other expenses were included with the registration fee. Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.

 Rental Car – o Rental vehicles require original receipts that show $0 balance

due. You are required to use the university contracted agencies

(Enterprise and Triangle). Upgrades, GPS, extra insurance or fuel are not allowed.

Supporting Documentation

Lodging-o An original, itemized receipt showing $0 balance due, including

the room rate and taxes per night is required. o When Express checkout is used the receipt must show a credit

card as method of payment.o Reimbursement to employees sharing a room with a member of

his or her family shall not exceed the single occupancy rate. If sharing the room with another UNCW faculty/staff enter the other traveler’s name and authorization number in the notes section.

LODGING FROM ONLINE THIRD PARTY VENDOR (EX: ORBITZ, TRAVELOCITY)o The original online receipt confirming reservation and showing

payment, with breakdown of the cost of the room and taxes each night, the number of nights and the number of guests.

Examples of Acceptable Receipts

Example of Unacceptable Receipts

Compliance 100% of all transactions are audited All signed statements must be turned into the

Travel Office by the deadline All charges on the statements must have correct

supporting documentation All items that do not follow the policy and

procedures will be issued an infraction.

Level 1 of Infractions • High Severity Infractions

Regular Severity Infractions ( 4 infractions until card revocation)o Late statement –less than 30 dayso Missing/Inadequate Receiptso Additional Supporting Documentation neededo Audit Exceptionso Not reconciling charges/statemento Not fixing pending infractions (account codes, etc.)o Other infractions deemed as Regular Severity Infractions

by the Travel Office

Regular Severity Infraction Penalties

1st Offenseo Penalty - Freeze Card until infraction is resolvedo Resolution Requirement – Proper Documentation received or

adjustment madeo Advances or Prepaids will not be issued while the card is frozen

  2nd Offense

o Penalty – Freeze Card for 30 calendar days after resolution has been completed

o Resolution Requirements – Proper Documentation received or adjustment made

o Advances or Prepaids will not be issued while the card is frozen

Regular Severity Infraction Penalties

3rd Offenseo Penalty – Freeze Card for 120 calendar days after

resolution has been completedo Resolution Requirements – Proper Documentation

received or adjustment madeo Advances or Prepaids will not be issued while the card is

frozen

4th Offense o Penalty – Revoke Card permanently o Penalties are determined by the amount of infractions

incurred. Infractions will continuously compile for the entire life of the card.

Level 2 of Infractions High Severity Infractions (3 infractions until

card revocation)o Late Statement – 30 days or moreo Inappropriate Purchase (i.e.: entertainment, food, gift

card/certificates etc.)o Unintentional Personal useo Charging expenses that are not for the cardholdero Charging expenses to card when no travel authorization

has been created or approvedo Failure to comply with State Contract Terms (without

explanation)o Other infractions deemed as High Severity Infractions by

the Travel Office

High Severity Infraction Penalties

1st Offense o Penalty – Freeze Card until infraction is resolvedo Resolution Requirement – Documents received, repayment of funds,

adjustments madeo Advances or Prepaids will not be issued while the card is frozen

  2nd Offense

o Penalty – Freeze Card for 90 calendar days after infraction has been resolved

o Resolution Requirement – Documents received, repayment of funds, adjustments made. Letter from traveler and budget authority explaining action plan put into place so this infraction will not be repeated

o Advances or Prepaids will not be issued while the card is frozen

3rd Offenseo Penalty – Revoke Card permanently

Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life of the card.

Level 3 of Infractions Critical Severity Infractions (immediate card

revocation)o Intentional Personal Useo Other infractions deemed as Critical Infractions by the

Travel Office

 

Critical Severity Infraction Penalty 

1st Offenseo Penalty – Revoke Card permanently. Notify Division

Head and University Police

 Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life of the card.

Cancelation of Card/Turn In

Leaving Departmento The traveler can keep their card but must update the card

admin, mailing address for statement and departmental funds if any of these change.

Leaving Universityo Please notify Travel Officeo Cardholder should tell you, the Card Admin, so they can

reconcile all transactions before cardholder leaves.o They should submit all receipts to you, the Card Admino Cardholder should turn in Travel Card to the Travel Office

Budget Authority, Card Admin, Department Head, Grant Officer and Travel Office can request to have the card canceled

References Online Travel Card Policies & Procedures http://www.uncw.edu/policies/business.html Travel Card Manual Travel Card Webpagehttp://www.uncw.edu/travel/ Travel Card Systemhttps://busaff.uncw.edu/ubusiness/index.cfm Step-by-step Guide for Travel Card Holdershttp://www.uncw.edu/travel/employees/documents/StepbyStepGuideforTravelCard.pdf

Travel Card Cycles, Dates & Deadlines

Monthly Statement

Billing Cycle Name

Cycle Date Modification Cut Off Date

Statements Available For Printing If Approved

Statements & Receipts Due To Travel Office

August August 7/16 – 8/15 8/22/2014 8/23/2014 8/29/2014September September 8/16 – 9/15 9/24/2014 9/25/2014 9/30/2014October October 9/16–10/15 10/24/2014 10/25/2014 10/30/2014November November 10/16-

11/1511/24/2014 11/25/2014 12/1/2014

December December 11/16-12/15

12/19/2014 1/6/2014 1/2/2014

January January 12/16- 1/15 1/24/2014 1/25/2014 1/30/2014February February 1/16 – 2/15 2/25/2014 2/26/2014 3/3/2014March March 2/16 – 3/15 3/24/2014 3/25/2014 3/31/2014April April 3/16 – 4/15 4/24/2014 4/25/2014 4/30/2014May May 4/16 – 5/15 5/23/2014 5/24/2014 5/30/2014All statements are due to the Travel Office by 4:30 PM on above dates. Cards will be frozen until statement received.

Mail to: Sandy Gladden Travel Office Box 5660