Welcome

1. Welcome UCA Travel Card Training

2. Staff Information • Jeremy Bruner 450-3183 Controller • Travel Administrator Pam Giblet 450-3182 Project CoordinatorAP/Travel Travel Administrator Carissa Castleberry450-5024 Travel Supervisor Dax Hale 852-0249 Travel Analyst - Athletics Jordan Kellybrew 450-3620 Travel Specialist Fax 450-5319

3. The Sponsored Travel Credit Card • Visa credit card • Issued by US Bank • Official travel business purchases • Responsibility and accountability reside at the department level • Must adhere to State & UCA guidelines and procedures.

4. Responsibilities The liaison and department manager are authorized and responsible for all charges on the card including transactions made on a lost or stolen card number before it is reported

5. Responsibilities Continued • Individuals entitled to use the card: • Travel card employee • Liaison/Department Head • Full-time employees with approval of the department head

6. Responsibilities Continued • Attend all required training • Collect valid vendor receipts and credit card receipts • Maintain a Sponsored Travel Card Transaction Log • Reconcile the billing statements • Attempt to resolve any disputes with a vendor and/or US Bank. • Notify the Travel Office of lost or stolen card number(s) • Submit documentation five working days after the last day of the card cycle

7. Credit Limits • The initial maximum limit is • $5,000 per billing cycle • Travel Office can increase limits as needed

8. Billing Cycle 16th of the current month to the 15th of the following month If the 15th falls on a weekend or holiday, the cycle will close on the first business day after the 15th

9. Lost or Stolen Cards • Immediately report any lost or stolen sponsored travel card number to US Bank • 1-800-344-5696 • 24 hours a day, 365 days a year

10. Travel Card Declines • The Merchant Category Code (MCC) is blocked. • The monthly spending limit has been exceeded. • The single purchase transaction has been exceeded. • There have been fraudulent charge

11. Travel Card Declines- Continued • Do not attempt to process the transaction a second time. • Contact the Travel Office immediately for assistance during normal business hours. • If the purchase is being made outside normal business hours, the employee must terminate the purchase. • State credit card office closes at 4pm and observes all federal holidays.

12. Disputing a Charge • Attempt to resolve disputes. • Immediately notify the Travel Office. • Charges must be disputed within 60 days of the closed billing cycle date in which the charge was placed. • Never accept cash in lieu of a credit to your account.

13. Monthly Payment The billing statement will be paid in full each month except for formally disputed charges

14. Purchase Order Misconceptions P Card vs. T Card The charges on a travel card are not applied to one PO as they are on a P-Card

15. Purchase Order Misconceptions Continued The departmental accounts will be debited or credited based on the index number listed on the purchase orders

16. Travel Requisitions Must be completed and approved for the estimated total cost BEFOREthe sponsored credit card is used

17. Authorized Use • Individual Employees • Guests of State • Student group travel

18. Employee • and • Guest of State Expenses • Airline expenses • Registration fees • Lodging expenses (including internet and parking) • Parking, Shuttles

19. Non-allowable purchases • First-class airfare and other upgrades- Ex. preferred seating • Alcoholic beverages • Personal Purchases • Meals-Personal meals should be placed on a personal card and requested for reimbursement. Group meals may be placed on a T Card. • Non-travel related purchases-This includes memberships! Membership may only be paid on a Tcardif paid in conjunction with a conference registration.

20. Vehicle Rental Use the Enterprise link on the Travel webpage. This will charge the UCA Travel Office ghost credit card

21. Economical Purchases Your chosen method of travel must serve UCA the most economically Considerations: traveler’s time, safety, parking fees, baggage fees, hotel and meals, etc.

22. Airline Tickets • Purchase at least 14 days prior to travel • Airline tickets to be purchased less than 14 days in advance must have approval in writing from the Travel Administrator before purchasing airline tickets • No first class ticket or other upgrades on your T Card. You may place coach airfare on T Card and upgrade a flight with your personal card, if desired.

23. Cancelled Airline Ticket • Most of the airline tickets are non-refundable. • Sometimes a portion of the ticket’s value can be used on another trip. • An explanation must be noted as to why the trip was cancelled. • Document what attempts were made to receive credit on behalf of UCA for the unused airline ticket. • The confirmation of the cancellation should be attached to the sponsored credit card log.

24. Conference • And • Registration Fees • Memberships are not to be paid on a travel account code. • If a membership must be paid with the registration you may pay with the travel card and do a separate line item to 710101 or a separate PO. • Do not use a UCA card to pay for extras such as t-shirts and sightseeing tours. These expenses cannot be paid with state funds.

25. Lodging • Credit card authorization must be sent to the hotel for every lodging charge unless prepayment is required • Lodging receipts must show the room rate. Meals and personal items must not be charged on the travel card.

26. Hampton Inn-Carrollton 102 South Cottage Hill Road Carrollton, Georgia 30117 Credit Card Authorization Form I, _____________________________________, give __________________________________ permission to use my credit card for his/her lodging expenses at the Hampton Inn-Carrollton. Dates of Stay: __________________________________________________________________ (Authorization is good for these dates only) Card Type: (circle) AMEX MasterCard Visa Discover Diners Club Authorized Charges: (circle) All Charges Room, Tax and Phone Room and Tax Only Card Number: __________________________________________________________________ Expiration Date: __________________________________________________________________ Bank Name: (MasterCard or Visa) _________________________________________________________

28. It is recommended to fax the form to the hotel for information security! Credit Card Authorization Form

29. Travel Logs • The following must be submitted to the Travel Office five (5) business days after the billing cycle ends : • US Bank Statement • Travel Card Transaction Log • Copies of Travel PO’s • Original, Detailed Receipts • Change of Date Forms • Over per diem justifications

31. Airline • Who, Where, When • Name of traveler • Itinerary – Date and location of departure and return • Class of ticket • Fare totals including taxes and fees • Registration • Who, What, How much • Name of attendee • Detail of purchase (Registration for XYZ Conference) • Amount Receipt requirements

32. Hotel Receipts • Who, Where, When • Name of Traveler(s) • Destination • Arrival and Departure dates • Room rate and taxes listed separately • When checking out of a hotel, always get a complete folio for the stay. Review for accurate billing, no food or personal items charged on the State card, and the correct card was charged. • If AirBnB is used, please list all those who stayed in comments of TR1 and indicate whose card was charged for the stay. Each person would submit a TR1 and PO in their name listing their portion of the lodging expense. Receipt requirements

33. Credit Card Statement Total

34. Department Log Reminders Make a separate line on the transaction log for each PO and the amount to be charged For example: Two people of different departments share a room. Each of their PO’s would need to be charged for their portion of expenses.

35. Missing Receipts ARE GENERALLY NOT ACCEPTABLE

36. TR-1 Reminders • The traveler’s expenses charged to the sponsored credit card should be listed on the third page of the TR-1 or Group Reimbursement form. • Travel card receipts are not attached to a TR-1. • A Change of Date Memo must be completed if the dates do not match. • POCO to Purchasing if expenses exceed PO by more than 5% • Unless noted by you that a payment is not to exceed a specified amount OR if it’s a standing order needing to be left open • Travel office will confirm any PO closings

38. Loss of T Card Privileges • Not getting Travel Authorization prior to using the Travel Card • Not getting itemized receipts and the credit card receipts. • Not submitting documentation on time • Non-allowable purchases

39. Subject to Audits Travel Office UCA’s Internal Auditors Division of Legislative Audit DF&A - Department of Finance and Administration IRS Auditors

40. Questions? Thank you for coming!