UNCW Travel Card Card Holder - PowerPoint Presentation

Slide1

UNCW Travel Card

Card HolderSlide2

Why have a Travel Card?

Standard Visa Card

Allows for quick and easy reservations to be made

Reduces the amount of out of pocket expenses for the TravelerNo 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 card.ResponsibilitiesOversees appropriate use of the cardEnsures fund has allowable budget for expenses

Approves funds to be used on card

Signs off and review monthly electronic statements within designated time frame.Slide4

Roles Related to Travel Card

Card Holder

The person whose name appears on the card. The card holder should only charge expenses to the card for themselves.

Responsibilities Charge only 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 electronic statement

Resolve disputed and fraudulent charges

Handle refunds and credits on card

Must attend Travel Card Holders TrainingSlide5

Roles Related to Travel Card

Card

Administrator & Alternate Card Administrator

This is the person who oversees the travel card reconciliation for the cards.ResponsibilitiesReconciles 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

C

ard

S

ystem

Ensures timely statement reconciliation and submission to travel office

Retrieves card from card holder when they leave the university. Also 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 Travel Card Admin TrainingSlide6

Roles Related to Travel Card

Grant Officer

The person who has authority over the grant fund that is in OSP.

ResponsibilitiesOversees appropriate use of the cardEnsures fund has allowable budget for expensesApproves funds to be used on card

Signs off and reviews monthly statements to the card.Slide7

What Can Be Charged On The Travel Card?

Travel Expenses for the Card Holder Only

Travel Expenses for Student Group when the Card Holder is the faculty lead on the group trip and all expenses will be paid by the Card Holder and nothing will be reimbursed to the students.

Allowable ExpensesAirfareRegistration

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 CarsMealsAdditional Banquet charges

on Registrations

Someone else's travel expenses

Internet Charges

Seat selection for AirlinesSlide9

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

receipt.

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, must 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.Slide10

Supporting Documentation

Registration-

Original receipt showing payment of the registration fee, any additional expenses, and the traveler’s name is required

.A copy of the registration form is required as well. Please print before you make the charge. The auditors require this, so that they see what we are paying for.

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 paid receipts shows $0 balance

due.

You are required to use the University contracted agencies (Enterprise and Triangle). Upgrades, GPS, extra insurance or fuel are not allowed.Slide11

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 over the state rate must be justified in the notes section of the Travel

i.e. conference hotel, hotel nearest conference, etc.

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.Slide12

Examples of Acceptable ReceiptsSlide13

Example of Unacceptable ReceiptsSlide14

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 Office.MCC codes are used to block unauthorized expensesThe following MCC Codes will be unlocked for the travel cardAirfare

Lodging

Rental Cars

Travel Agencies

Conferences

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.eduSlide15

Cancelation of Card/Turn In

Leaving Department

You can keep your card but please update your card admin, mailing address for statement and departmental funds if any of these change.

Leaving UniversityPlease notify Travel OfficeLet your Card Admin know so they can reconcile

all transactions before you leave.

Submit all receipts to your Card Admin

Turn in your Travel Card to the Travel Office

Budget Authority, Card Admin, Department Head, Grant Officer and Travel Office can request to have your card canceledSlide16

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 and what travel in the future that you will use the airfare credit.

Please make sure that you cancel the ticket before the flight leaves or you will not be able to 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 forSlide17

Refunds and Credits

Refunds/ Credits for Registrations

If you have to cancel a registration that was already paid, you will need to add a note in the Travel System explaining why you canceled.

The credit must be charged back to the same fund and account that was originally charged.If only a partial refund was given you will need to provide the documentation explaining why. You must also put a note in the Travel Authorization.Slide18

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 962-4217Slide19

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. Slide20

Fraudulent Charges

A fraudulent charge is a charge not made by you.

As soon as you are aware of a fraudulent charge made on your credit card you need to 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 that has to be turned into the SBI.Slide21

Card Info

Card holder, Card Admin and Alt Card Admin must attend training before the card will be

issued

to the Cardholder.Only charges for the card holder should be charged to this card.Make purchases in person, by phone, mail or web.If charges are made to the card that are not allowed or for personal expenses they will have to be paid back within 10 days. If not paid back within 10 days this amount

will be deducted from your payroll check.

What has to be turned in to the Travel Office each month

Original Bank Statement received from Bank of America

Electronic Reconciled Bank Statement with all signatures

Original Receipts & Supporting Documentation for

all

expenses

When traveling internationally please send an email to Laura Gore at

gorel@uncw.edu

to let us know where you will be traveling and the dates so we can notify the bank.Slide22

Basics of Reconciliation

Billing Cycle is from the 16

th

of the month thru the 15th of the next monthAll transactions must be reconciled and have a travel authorization linked to the expense.

Must be a Travel Authorization (No Blanket Travel)

Original receipts must be submitted with the statement.

Receipts must have a dollar amount and itemized description listed.

Cardholder must sign the reconciled electronic 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.

Transactions that occur between June 16

th

and June 20

th

will be part of this years transactions and charged to this years budget. Please see the deadlines for the

Jux

month dates.

Any transactions that are charged to the credit card that are for travel expenses for next year’s travel (after Aug 15

th

) can not be charged to general funds for

this year’s

budget. Please either use a trust fund or wait until after June 20

th

to charge the transactions.Slide23

Compliance

100% off all transactions are audited

All signed statements must be turned into 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.Slide24

Level 1 of Infractions

High Severity Infractions

Regular Severity Infractions (

4 infractions until card revocation)Late statement –less than 30 daysMissing/Inadequate Receipts

Additional Supporting Documentation needed

Not

reconciling charges/statement

Not fixing pending infractions (account codes, etc.)

Other infractions deemed as Regular Severity Infractions by the Travel OfficeSlide25

Regular Severity Infraction

Penalties

1

st OffensePenalty - Freeze Card until infraction is resolvedResolution Requirement – Proper Documentation received or adjustment made

Advances or

Prepaids

will not be issued while the card is frozen

2

nd

Offense

Penalty – Freeze Card for 30 calendar days after

infraction has been resolved

Resolution Requirements – Proper Documentation received or adjustment made

Advances or

Prepaids

will not be issued while the card is frozenSlide26

Regular Severity Infraction

Penalties

3

rd OffensePenalty – Freeze Card for 120 calendar days after infraction has been resolvedResolution Requirements – Proper Documentation received or adjustment made

Advances 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.Slide27

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 the card when no travel authorization has been created and approved

Failure to comply with State Contract Terms (without explanation)

Other infractions deemed as High Severity Infractions by the Travel OfficeSlide28

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

OffensePenalty – Revoke

Card permanently

Penalties

are determined by the amount of infractions

incurred

. Infractions will continuously compile for the entire life

the

card.

of the cardSlide29

Level 3 of Infractions

Critical Severity Infractions (immediate card revocation

)

Intentional Personal UseOther infractions deemed as Critical Infractions by the Travel Office Slide30

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.Slide31

References Online

Travel Card Policies & Procedures

http://

www.uncw.edu/policies/business.htmlTravel Card Webpagehttp://

www.uncw.edu/travel/visatravelcard.html

Travel Card System

https://

busaff.uncw.edu/ubusiness/index.cfm

Step-by-step Guide for Travel Card

http://

www.uncw.edu/travel/documents/StepbyStepGuideforTravelCard_002.pdfSlide32

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

February

February

1/16 - 2/15

Feb 25

Feb 26

March 3

March

March

2/16 - 3/15

March 24

March 25

March 31

April

April

3/16 - 4/15

April 24

April 25

April 30

May

May

4/16 - 5/15

May 23

May 24

May 30

June

June

5/16 - 6/15

June 24

June 25

June 27

July

July

6/16 - 7/15

July 24

July

25

July 30

August

August

7/16 - 8/15

Aug 22

Aug 23

Aug 29

September

September

8/16 - 9/15

Sep 24

Sept 25

Sep 30

October

October

9/16 - 10/15

Oct 24

Oct 25

Oct 30

November

November

10/16-11/15

Nov 24

Nov 25

Dec 1DecemberDecember11/16-12/15Dec 19Dec 20Jan 6

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