388.2 University Travel Cards

Created by: Dana Trebing on 08/23/2004
Category: 3 - Finance and Administration; 80 - Service/Travel
Originator: Director of Administrative Services
Current File: 388.2
Adoption Date: 08/23/2004
Reviewed for Currency: 08/23/2004
Replaces File: 388.2
Date of Origin: 01/13/1988
In Archive? 0

388.2 University Travel Cards


A. Background

A university travel card is available to employees who travel frequently on university business. Frequent travelers are defined as those making ten or more business-related trips per year with travel expenses totaling $2,500 or more.  The purpose of this card is to provide a convenient way of paying travel expenses.


B. Policy

At the written request of a budget unit head, travel cards are issued directly to individuals who meet the above criteria. 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 issuing bank and the Travel Coordinator's office immediately.

2. All travel expenses paid by travel cards must be included on the Travel Expense Report.  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 all reimbursable expenses. Timely processing of expense reports will ensure that cardholders receive reimbursement for charged expenses prior to arrival of monthly statements.

3. Travel card statements will be distributed monthly to the cardholder's home address. Travel cardholders are responsible for full payment of their statement.  Late fees and finance charges are the responsibility of the cardholder.  Disputes should be handled directly with the issuing bank.

4. Travel cards should be used for university0related travel expenses only.  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 Use of the travel card may be withdrawn because of inappropriate use.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.