Travel Card Training

1. Travel Card Training Card Administrators

2. 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

3. Roles Related to Travel Card • Budget Authority • The person who has authority over the fund that is linked to the card • 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

4. 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 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

5. 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 Training

6. 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 card • Ensures fund has allowable budget for expenses • Approves funds to be used on card • Signs off and reviews monthly statements to the card

7. 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: • Airfare • Registration • Rental Car • Lodging – Cost of Room and Tax only

8. 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

9. 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 card • Reconcile all transactions • Link expenses to travel authorization • Update/change information on card • See infractions

10. 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)

11. New Travel Card Application

12. 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 expenses • The 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.edu

13. 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 expense • Must 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 transactions

14. 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 signatures • 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.

15. 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 for

16. 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 charged • 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

17. 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

18. 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.

19. 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 1-888-449-2273 • Travel Office Card Admin 962-4217

20. 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.

21. 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.

22. 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.

23. Examples of Acceptable Receipts

24. Example of Unacceptable Receipts

25. 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.

26. Level 1 of Infractions • High Severity Infractions • Regular Severity Infractions ( 4 infractions until card revocation) • Late statement –less than 30 days • Missing/Inadequate Receipts • Additional 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 Office

27. Regular Severity Infraction Penalties • 1stOffense • Penalty - Freeze Card until infraction is resolved • Resolution Requirement – Proper Documentation received or adjustment made • Advances or Prepaids will not be issued while the card is frozen • 2nd 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 frozen

28. Regular Severity Infraction Penalties • 3rd Offense • Penalty – Freeze Card for 120 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 frozen • 4th 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.

29. 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 use • Charging 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 Office

30. High Severity Infraction Penalties • 1stOffense • 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 • 2nd 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 • 3rd 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.

31. Level 3 of Infractions • Critical Severity Infractions (immediate card revocation) • Intentional Personal Use • Other infractions deemed as Critical Infractions by the Travel Office

32. Critical Severity Infraction Penalty • 1stOffense • 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.

33. 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 University • Please notify Travel Office • Cardholder 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 canceled

34. References Online • Travel Card Policies & Procedures http://www.uncw.edu/policies/business.html • Travel Card Manual • Travel Card Webpage http://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.pdf

35. Travel Card Cycles, Dates & Deadlines Mail to: Sandy Gladden Travel Office Box 5660 All statements are due to the Travel Office by 4:30 PM on above dates. Cards will be frozen until statement received.