The Department Travel Cardholder/Travel Arranger will be responsible for making travel arrangements for individual and/or group travel for:

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1 Introduction The Department Travel Card is to be used for travel related expenses. The Card is issued in the name of a WWU staff member who will be the designated Department Travel Arranger for a specific area. The individual will be responsible for adherence to the University Travel Policy and Procedures, POL U State of Washington State Administrative Accounting Manual Chapter 10 when using the Department Travel Card. The Department Travel Cardholder/Travel Arranger will be responsible for making travel arrangements for individual and/or group travel for: Student or Student Group Traveling on University Business Faculty and Staff traveling on University Business Non University employees (including Candidates for a position, speakers, guest lecturers and other individuals which the University has agreed to pay travel expenses) The Department Travel Card can be used for the following travel expenses: Airfare, rental car, charter and rail Hotel/lodging Registration fees Vehicle Rental Who is Eligible? Only permanent employees of the University are eligible to obtain the Department Travel Card with approval of the Financial Manager, VP, Dean or Director. The Department Travel Card is issued only to University staff responsible for making travel arrangements for their departments and program. Training Cardholders & Approvers All Departmental Travel Cardholders and Approvers must participate in the online training session associated with the Departmental Travel Card. After completing the training, the Applicant will be contacted by e mail and provided with the necessary application document. The completed application is submitted to the Travel Card Administrator. Once the application has been approved the Department Travel Card will be send via Campus Mail within 7 to 10 working days. 8/13

2 Department Travel Card Limits and Controls Single Transaction Limit: The standard limit is $3,000 per transaction. Monthly Credit Limit: The standard limit is $10,000 per calendar month. Permanent Increases to the Departmental Travel Card limits, can be requested by the Travel Card holder by submitting a letter of request to the Card Administrator from the Financial Manage, VP, Dean, or Director, along with a justification for the request. o. The letter must include the amount of the new single and/or monthly limits being requested. the length of time that the increase needs to be in effect Request for a temporary increase is done exactly the same way with an from the Cardholder through their Financial Manager, VP, Dean or Director. When approved by Business Services an notice of the approval is then forwarded to the authorized Travel Card holder. The card will be valid for three years. JPMorganChase will mail a new card to the WWU Card Administrator before the original expires. The Card Administrator will forward the card to the designated Department Travel Arranger. Financial Responsibility for the Department Travel Card The University is responsible for the payment of the transactions for Department Travel Card. The Cardholder s personal information is not made available to the Bank provider. Travel Card holders are responsible to do monthly reconciliation and provide documentation for all transactions. Each Cardholder/Travel Arranger using the Department Travel Card must ensure that purchasing with the card complies with all applicable University Policies and Procedures, POL U and State of Washington State Administrative Accounting Manual Chapter Travel & Expense Management (TEM) Prior to making any and all travel arrangements, an approved Travel Authorization must be on file. To process a Travel Authorization refer to the Travel & Expense Management (TEM) website for instructions. Travel Arranger will contact the Merchant directly to make travel arrangements. All travel expenditures placed on the Department Travel Card must be entered into the TEM system as a non reimbursable expense. Travel Card Provider JPMorganChase Available 24/7 Customer Service: To Report Lost/Stolen card: Or call the number located on the back of your card 8/13

3 PaymentNet Transaction Download to Banner The download schedules coincide with the accounting closing date so transactions will accurately post to the appropriate fiscal period. Downloads are scheduled weekly and monthly. Weekly downloads capture only approved transactions. On the 3 rd business day of each month the monthly download is performed. The monthly download will capture all transactions from the previous month, whether or not they have been reviewed and approved. Please keep in mind that you will have better visibility of expenditures if you review and approve transactions weekly instead of monthly. You have access to the system at any time. Your purchases will appear on your transaction list page as soon as they are posted by the bank. It is recommended to check PaymentNet for transaction on a weekly basis to avoid last minute approvals prior to the download. PaymentNet System It is highly recommended that you review your transactions on the PaymentNet website within five business days of transaction purchase. It is required to review and approve all transactions no later than the third business day of the following month. Every transaction review must include: Fast Index Code Account Code E399 must be changed by making your selection from the dropdown list Description of transaction to include: TA number, Traveler s first and last name, departure date and destination (this information will be shown on the PaymentNet transaction report) Department default fast index code. The Reviewer/Travel Arranger and Approving Official will be responsible for submitting a Journal Voucher for correction of incorrect funding. PaymentNet Transaction Download to Banner The download schedules coincide with the accounting closing date so transactions will accurately post to the appropriate fiscal period. Downloads are scheduled weekly and monthly. Weekly downloads capture only approved transactions. On the 3 rd business day of each month the monthly download is performed. The monthly download will capture all transactions from the previous month, whether or not they have been reviewed and approved. 8/13

4 Please keep in mind that you will have better visibility of expenditures if you review and approve transactions weekly instead of monthly. You have access to the system at any time. Your purchases will appear on your transaction list page as soon as they are posted by the bank. It is recommended to check PaymentNet for transaction on a weekly basis to avoid last minute approvals prior to the download. Documentation Required All original supporting documentation for the authorization of the travel (invoice, contract, conference registration, etc.) should be kept with the transaction record and available when requested. All receipts must be clear and legible. The Cardholder needs to provide any additional documentation available to support the transaction, which can include a brief description of the purpose of the travel, a list of travelers, conference brochures, meeting/conference agendas, or any additional information regarding the travel. 8/13

5 Card Disputes Always attempt to resolve disputes with the merchant first If dispute is not resolved with merchant, contact JPMorganChase Log the disputed item online on the PaymentNet website.(link here? o Follow the instructions provided in the PaymentNet User Manual located in the Documents dropdown menu on the PaymentNet main web page o The manual is a searchable PDF. Search for the Disputes heading. PaymentNet will instruct the caller to provide the necessary information The disputed transaction must be documented in writing within 60 days of transaction The purchase in dispute will be paid. Review and distribute expense for the transaction in PaymentNet as you would any other transaction If a credit is due, it will be reflected on PaymentNet and can be applied to associated budget. PaymentNet is a web application maintained by the card issuer, JPMorganChase, which allows the Reviewer: Cardholder/Travel Arranger and Approving Official to access travel card transactions online 24/7. Roles & Responsibilities Role: Financial Manager Evaluate and approve the department s participation to obtain a Department Travel Card. Ensure that department personnel will comply with all applicable University policy, procedures and state laws, grant and contract guidelines. Role: Budget Authority, may also be the Approver Supervises, administers, and monitors the Travel card program. Provides budgetary and compliance oversight for the Department Travel Card. Responsibilities: Develop internal written procedure for maintaining, reconciling, and approving charges placed on their Travel Card. Responsible for implementation of department procedures Assigns Travel Card roles within the department Review travel to make sure it's for official University business and is in compliance with State and University policies. Approve and reconciles all travel transactions posted to the online payment system. Request new cards as needed. Request changes to existing Department Travel Card profile 8/13

6 Ensures that: o o o Department Travel Card Application/Agreement is completed and signed by all required users Ensures that Reviewer: Cardholder/Travel Arranger perform their duties accurately and on time. Verifies signatures and approval authority level(s) Department Travel Card Application/Agreement form, and the Travel Card Exception Request form, before they are submitted to for processing. Role: Reviewer: Cardholder/Travel Arranger, may also be the Account Reconciler Responsibilities: Administers and controls the use of the Department Travel Card Ensure security of the Travel Card and the transactions made against the Travel Card Retains copies of the original application within the department Ensures that application/agreement is accurate and signed by all designated card users. Obtains an original detailed receipt for each purchase, which includes the vendor s name, date, dollar amount, and an itemized description of the purchase. Log all transactions on Department Card Travel Log Sheet Makes University related travel and business purchases in compliance with all rules, regulations, policies, procedures, and guidelines that govern the University. Makes travel related purchases at the lowest available rate. Makes all car rental arrangements with University contracted providers listed on the Travel website. Ensures credit transactions are applied to the same Travel Card used for the original purchase. Ensures all original receipts and related documents are retained in alignment with the University Archive retention schedule. Notifies the bank and Travel Card Administrator immediately if the Travel Card is lost, stolen, or compromised, to eliminate unit liability for any charges incurred as a result. Ensures purchases comply with any funding restrictions applicable to the accounting FOAPAL, including restrictions outlined for grants and contracts funds Review/Reconcile all transactions posted to the online payment system for accuracy. Prepare for audit. Vehicle Rental Enterprise Rent A Car holds our current State vehicle contract, # Each department can now set up with their own unique Enterprise account number that is attached to the department travel card for payment. To setup an account with Enterprise Rent a Car: 1. Departments must complete the Enterprise State of Washington profile form. The form will be attached to the Department Travel Card Application. 2. Return the form along with the Department Travel Card Application. 8/13

7 3. Once the account is established, the Enterprise account number will need to be used to book a reservation. 4. When the Traveler goes to pick up the rental, all they will need to provide is their driver license. Booking Airfare Airline tickets must be purchased according to State of Washington regulations. Uses of State contract agencies are recommended. Benefits of State Contract Airfares: Refundable No advance purchase No minimum stay or penalties Be sure to let the travel agent know you are a State employee, include full names as it appears on driver s license, date of birth and approved TE or TA number for all travelers. Our local state qualified agencies are: Bellingham Travel Corporation Agent, (360) or (800) o Katie Oberleitner katieo@bellinghamtravel.com direct phone line Monday Thursday 8:30 am 5 pm o Terri Gambini terrig@bellinghamtravel.com direct phone line Tuesday Friday 8:30 am 5 pm Destinations Travel & Cruise, Inc., (800) Carlson Wagonlit Travel, (866) Travel Leaders, (425) To allow all appropriate means for making and paying for travel arrangements in the most cost effective and efficient manner, effective 6/7/12, airfare no longer has to be purchased through a contract travel agency or directly with the airline. The contract is available for use as a convenience. If airfare purchase is made with a third party agency, i.e., Expedia, Travelocity, etc., then the Travel Arranger must reconcile final receipts to include the traveler s boarding pass. Safeguarding your Department Travel Card The physical card must be retained in a secure location Report a lost or stolen card to JPMorganChase and Card Administrator Report suspicious or unexpected transactions to JPMorganChase and Card Administrator Notify the Card Administrator of change in Reviewer: Cardholder/Travel Arranger or Approving Official status and new Designated Card Users. Log each transaction on a log sheet 8/13

8 All designated users of the card must sign the Users List Application/Agreement. Lack of proper controls over the card will result in immediate cancellation Maintain records to support department card use: Receipts must be obtained to support all purchases and refunds; reference the associated travel authorization number and transaction ID number on the receipt. Department Travel Card Contact Brenda Ancheta Card Administrator (360) Call or Card Services to: Request a Department Travel Card Make changes to Department Travel Card profile Deactivate/close a Department Card account Clarify Department Card policies and procedures Resolve declined transactions Report a lost or stolen card (after Reviewer/Account Reconciler has contacted JPMorganChase) PaymentNet Technical Issue For more information about Department Travel Card visit the website at: 8/13