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 ID: 753215
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Slide1
Travel Card Training
Card AdministratorsSlide2
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 pocketNo Policies have changed just another form of paymentSlide3
Roles Related to Travel Card
Budget
Authority
The person who has authority over the fund that is linked to the cardResponsibilities:Oversees appropriate use of the cardEnsures fund has allowable budget for expensesApproves funds to be used on card
Signs off and reviews monthly statements within designated time frameSlide4
Roles Related to Travel Card
Card
Administrator & Alternate Card Administrator
This is the person that oversees the travel card reconciliation Responsibilities:Reconciles all expenses charged to the card in the Travel Card S
ystem
Ensures that the correct travel authorization is selected and matches the expenses
Reviews and updates fund information in Travel
C
ard
S
ystem
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 TrainingSlide5
Roles Related to Travel Card
Card Holder
Is the person whose name appears on the card.
Card holders should only charge expenses for themselves to the card. 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 TrainingSlide6
Roles Related to Travel Card
Grant Officer
The person who has authority over the grant fund that is in OSP
Responsibilities:Oversees appropriate use of the cardEnsures fund has allowable budget for expensesApproves funds to be used on cardSigns off and reviews monthly statements to the cardSlide7
What Can Be Charged On The Travel Card?
Travel Expenses for the
Card holder
onlyTravel 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:
Airfare
Registration
Rental Car
Lodging – Cost of Room and Tax onlySlide8
Examples of Items Not Allowable
Baggage
Taxi, Shuttle
Parking Charges at hotelGasAdditional Insurance, GPS or Upgrades on Rental CarsMealsSomeone else's travel expensesInternet ChargesSlide9
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:Apply for a new cardReconcile all transactionsLink expenses to travel authorization
Update/change information on card
See infractions Slide10
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 CardComplete all informationClick SubmitOnce 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)Slide11
New Travel Card ApplicationSlide12
Limits and Restrictions On Travel Card
Single Transaction Limit is unlimited
Monthly Card Limit is $10,000
Higher limit must be justified and authorized by Travel OfficeMCC codes are used to block unauthorized expensesThe following MCC Codes will be unlocked for the travel card:Airfare
Lodging
Rental Cars
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.eduSlide13
Basics of Reconciliation
Billing Cycle is from the 16
th
of the month through the 15th of the next monthAll transactions must be reconciled and have a travel authorization linked to the expenseMust be a travel authorization (No Blankets)
Original receipts must be submitted with the statement
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 transactionsSlide14
What has to be Submitted to Travel Office
Original Bank of America Bank Statement
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 signaturesThis 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.Slide15
Refunds and Credits
Credits for Airfare
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 Lodging
When you receive a refund for lodging you will need to add a note explaining the credit in the travel system
When you reconcile the transaction the credit will need to be charged back to the same fund and account
You should have some type of documentation showing what the refund is forSlide16
Refunds and Credits
Refunds/Credits for Registrations
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 The credit must be charged back to the same fund and account that was originally chargedIf only partial credit was given you will need to provide the documentation explaining why. You must also put a note in the Travel AuthorizationSlide17
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 SystemSlide18
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.Slide19
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 Administrator
Bank 1-888-449-2273Travel Office Card Admin 962-4217Slide20
Supporting Documentation
Airfare
-
Proof of purchase (original ticket or e-ticket) including flight itinerary, traveler’s name and the name of the person who purchased the ticket. The ticket must be Coach Class unless prior written approval from the chancellor is attached to payment request.
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.
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
.
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.Slide21
Supporting Documentation
Registration-
Original receipt showing payment of
registration fee, any additional expenses, and the traveler’s name is required.Web receipts are acceptable if they include the same information as above as well as the name of the organization that received the payment.
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
–
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.Slide22
Supporting Documentation
Lodging-
An original, itemized receipt showing $0 balance due, including the room rate and taxes per night is required.
When Express checkout is used the receipt must show a credit card as method of payment.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)
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.Slide23
Examples of Acceptable ReceiptsSlide24
Example of Unacceptable ReceiptsSlide25
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 documentationAll items that do not follow the policy and procedures will be issued an infraction.Slide26
Level 1 of Infractions
High Severity Infractions
Regular Severity Infractions (
4 infractions until card revocation)Late statement –less than 30 daysMissing/Inadequate ReceiptsAdditional Supporting Documentation needed
Audit Exceptions
Not reconciling charges/statement
Not fixing pending infractions (account codes, etc.)
Other infractions deemed as Regular Severity Infractions by the Travel OfficeSlide27
Regular Severity Infraction
Penalties
1
st OffensePenalty - Freeze Card until infraction is resolvedResolution Requirement – Proper Documentation received or adjustment madeAdvances or
Prepaids
will not be issued while the card is frozen
2
nd
Offense
Penalty – Freeze Card for 30 calendar days after resolution has been completed
Resolution Requirements – Proper Documentation received or adjustment made
Advances or
Prepaids
will not be issued while the card is frozenSlide28
Regular Severity Infraction
Penalties
3
rd OffensePenalty – Freeze Card for 120 calendar days after resolution has been completedResolution Requirements – Proper Documentation received or adjustment madeAdvances or Prepaids will not be issued while the card is frozen
4
th
Offense
Penalty – Revoke Card permanently
Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life of the card.Slide29
Level 2 of Infractions
High Severity Infractions (3 infractions until card revocation)
Late Statement – 30 days or more
Inappropriate Purchase (i.e.: entertainment, food, gift card/certificates etc.)Unintentional Personal useCharging expenses that are not for the cardholder
Charging expenses to card when no travel authorization has been created or approved
Failure to comply with State Contract Terms (without explanation)
Other infractions deemed as High Severity Infractions by the Travel OfficeSlide30
High Severity Infraction
Penalties
1
st
Offense
Penalty
– Freeze Card until infraction is resolved
Resolution Requirement – Documents received, repayment of funds, adjustments made
Advances or
Prepaids
will not be issued while the card is frozen
2
nd
Offense
Penalty – Freeze Card for 90 calendar days after infraction has been resolved
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
Advances or
Prepaids
will not be issued while the card is frozen
3
rd
Offense
Penalty – Revoke
Card permanently
Penalties
are determined by the amount of infractions
incurred
. Infractions will continuously compile for the entire life of the card.Slide31
Level 3 of Infractions
Critical Severity Infractions (immediate card revocation
)
Intentional Personal UseOther infractions deemed as Critical Infractions by the Travel Office Slide32
Critical Severity Infraction Penalty
1
st OffensePenalty – 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.Slide33
Cancelation of Card/Turn In
Leaving Department
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 UniversityPlease notify Travel OfficeCardholder should tell you, the Card Admin, so they can reconcile
all transactions before cardholder leaves.
They should submit all receipts to you, the Card Admin
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 canceledSlide34
References Online
Travel Card Policies & Procedures
http://
www.uncw.edu/policies/business.htmlTravel Card ManualTravel Card Webpagehttp://www.uncw.edu/travel
/
Travel Card System
https://
busaff.uncw.edu/ubusiness/index.cfm
Step-by-step Guide for Travel Card Holders
http://
www.uncw.edu/travel/employees/documents/StepbyStepGuideforTravelCard.pdfSlide35
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
8/29/2014
September
September
8/16
– 9/15
9/24/2014
9/25/2014
9/30/2014
October
October
9/16–10/15
10/24/2014
10/25/2014
10/30/2014
November
November
10/16-11/15
11/24/2014
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
1/30/2014
February
February
1/16
– 2/15
2/25/2014
2/26/2014
3/3/2014
March
March
2/16 – 3/15
3/24/2014
3/25/2014
3/31/2014
April
April
3/16 – 4/15
4/24/2014
4/25/2014
4/30/2014
May
May
4/16 – 5/15
5/23/2014
5/24/2014
5/30/2014
All 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