Card Holder ACT204. Last Updated 3/11/15

Transcription

1 Card Hlder ACT204 Last Updated 3/11/15

2 Standard Visa Card Allws fr quick and easy reservatins t be made Reduces the amunt f ut f pcket expenses fr the Traveler N Plicies have changed just anther frm f payment

3 Card Hlder The persn whse name appears n the card. The card hlder shuld nly charge expenses t the card fr themselves. Respnsibilities Charge nly expenses that cmply with all guidelines f the travel card Ensure receipts are crrect Retain riginal receipts fr every expense. Ensure that a travel authrizatin has been created and apprved t g alng with the expense charged t the card. Review and Sign the mnthly Electrnic Statement in E-Travel Reslve disputed and fraudulent charges Handle refunds and credits n the card Must attend Travel Card Hlders Training

4 Card Administratr & Alternate Card Administratr This is the persn wh versees the travel card recnciliatin. Respnsibilities Recnciles all expenses charged t the card in the travel card system. Ensures that a Travel Authrizatin has been created and Apprved Ensures that the crrect travel authrizatin is selected and matches the expenses. Reviews and updates fund infrmatin in Travel Card System Ensures timely statement recnciliatin and submissin t travel ffice Retrieves card frm card hlder when he/she leaves the university. Als ensures all transactins and receipts have been turned in befre the cardhlder leaves the university. Makes sure cardhlder cmplies with all plicies and prcedures Must attend Travel Card Admin Training

5 Budget Authrity The persn wh has authrity ver the fund that is linked t the card. Respnsibilities Oversees apprpriate use f the card Ensures fund has allwable budget fr expenses Apprves funds t be used n card Signs ff and reviews mnthly Electrnic Statements within designated time frame.

6 Grant Officer The persn wh has authrity ver the grant fund. Respnsibilities Oversees apprpriate use f the card Ensures fund has allwable budget fr expenses Apprves funds t be used n card Signs ff and reviews mnthly Electrnic Statements.

7 Travel Expenses fr the Card Hlder Only Travel Expenses fr Student Grup when the Card Hlder is the faculty lead n the grup trip and all expenses will be paid by the Card Hlder and nthing will be reimbursed t the students. Allwable Expenses Airfare Registratin Rental Car Ldging Cst f Rm and Tax nly

8 Baggage (reimbursable) Taxi, Shuttle (reimbursable) Parking Charges at the htel (reimbursable) Internet Charges fr Business Purpse at the htel (reimbursable) Meals (reimbursable) Fuel (reimbursable) Additinal Banquet charges n Registratins (reimbursable with Business Entertainment) Seat Selectin n airlines, curbside check-in Insurance, GPS r Upgrades n Rental Cars Smene else s travel expenses

9 E-Travel has a tab at the tp f the screen called Travel Card Once yu click n Travel Card all ptins that are available t yu (based n yur rle) will appear. The travel card system will allw yu t: Apply fr a new card Recncile transactins Link expenses t travel authrizatin Update/change infrmatin n the travel card See infractins

10 Lg int U Business Click n E-Travel Click n Travel Card tab at tp Click n Request Card Cmplete all Infrmatin Slick Submit Once apprved by everyne it will be submitted electrnically t the Travel Office t prcess the applicatin.

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13 Single Transactin Limit is unlimited Mnthly Card Limit is $10,000 Higher limit must be justified and authrized by Travel Office. MCC cdes are used t blck unauthrized expenses The fllwing MCC Cdes will be unlcked fr the travel card Airfare Ldging Rental Cars Travel Agencies Cnferences If yu have a transactin that will nt accept the card based n the MCC cdes and it is ne f the allwable expenses please cntact Travel Office Card Administratr Sandy Gladden at either r gladdens@uncw.edu

14 Airfare- Prf f purchase (riginal e-ticket) including flight itinerary, traveler s name and the break dwn f the charges made t the Travel Card The ticket must be Cach Class unless prir written apprval frm the chancellr is attached t receipt. If persnal time is attached t the trip yu will need t prvide a cmparisn qute frm the same airfare prvider fr a rund-trip ILM/Business Destinatin n the business dates. Cmparisn must be gtten n the same date the ticket was purchased. If nt flying frm ILM, must prvide justificatin and cmparisn qute fr rund-trip f ILM/Business Destinatin n the business dates. Will nt be reimbursed mileage r extra per diems mre than the amunt f the rundtrip ut f ILM. Please put explanatin in the ntes sectin f the travel.

15 Registratin- Original receipt shwing payment f the registratin fee, the Card Hlder s name, cnference name and dates is required. A cpy f the registratin frm is required. Please print befre it is submitted fr payment. The auditrs require this, s that they see what we are paying fr. Include a cpy f the cnference agenda r brchure that shws whether meals r ther expenses were included with the registratin fee. Meals that are part f a registratin will be excluded frm the travel reimbursement meal per diem, even if the traveler did nt attend. Rental Car Rental vehicles require riginal paid receipts shws $0 balance due. Yu are required t use the University cntracted agencies (Enterprise and Natinal). Upgrades, GPS, extra insurance r fuel are nt allwed.

16 Ldging- An riginal, itemized receipt shwing $0 balance due, including the rm rate and taxes per night is required. When Express checkut is used the receipt must shw a credit card as methd f payment. Reimbursement t emplyees sharing a rm with a member f his r her family shall nt exceed the single ccupancy rate. If sharing the rm with anther UNCW faculty/staff enter the ther traveler s name and authrizatin number in the ntes sectin. Ldging ver the state rate must be justified in the ntes sectin f the Travel i.e. cnference htel, htel nearest cnference, etc. LODGING FROM ONLINE THIRD PARTY VENDOR (EX: ORBITZ, TRAVELOCITY) The riginal nline receipt cnfirming reservatin and shwing payment, with breakdwn f the cst f the rm and taxes each night, the number f nights and the number f guests.

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19 Leaving Department Yu may keep yur card but the infrmatin must be updated ( card admins, mailing address fr statement and departmental funds if any f these change). Leaving University Please ntify Travel Office Let yur Card Admin knw s they can recncile all transactins befre yu leave. Submit all receipts t yur Card Admin Turn in yur Travel Card t the Travel Office Budget Authrity, Card Admin, Department Head, Grant Officer and Travel Office can request t have yur card canceled

20 Credits fr Airfare When yu receive a credit fr an airfare that yu canceled please add a nte in the travel explaining why it was canceled. A credit vucher is usually given t be used fr university business travel a year frm the date the ticket was purchased. If yu are able t use the credit vucher, put a nte in the Travel Authrizatin indicating what travel the credit vucher is frm. Please make sure that yu cancel the ticket befre the flight leaves r yu will nt be able t receive a credit vucher. Any actual credits received must be recnciled t the same fund and accunt cde as the riginal charge. Refund fr Ldging When yu receive a refund fr ldging a nte needs t be added in the travel explaining the credit. The credit must be recnciled t the same fund and accunt as the riginal charge. Yu shuld have sme type f dcumentatin fr the credit and it shuld be submitted with yur statement dcumentatin.

21 Refunds/ Credits fr Registratins If yu have t cancel a registratin that was already paid, a nte needs t be added in the ntes sectin f the Travel explaining why it was canceled. A credit must be recnciled t the same fund and accunt as the riginal charge. Yu shuld have sme type f dcumentatin fr the credit and it shuld be submitted with yur statement dcumentatin. If nly a partial refund was given yu will need t prvide the dcumentatin explaining why and it shuld be submitted with yur statement dcumentatin. A nte needs t be added in the ntes sectin f the Travel.

22 Keep yur card in a secure place Reprt Lst/Stlen Card immediately t the bank, yur card admin, and the travel ffice Card Administratr Bank Travel Office Card Admin

23 Try t reslve with Merchant first If unsuccessful, cntact Bank f America and cmplete the Dispute Charge frm in the Travel Card System.

24 A fraudulent charge is a charge nt made by yu. As sn as yu are aware f a fraudulent charge made n yur credit card please cntact the Travel Office Card Admin. If it is during the weekend please cntact Bank f America directly. gladdens@uncw.edu, the Travel Card Administratr r leave a vice mail message at The UNCW Plice Department will be ntified and they will cmplete a reprt that will be turned in t the SBI.

25 Card hlder, Card Admin and Alt Card Admin must attend training befre the card will be issued t the Cardhlder. Only charges fr the card hlder shuld be charged t this card. Purchases may be made in persn, by phne, mail r web. If charges are made t the card that are nt allwed r fr persnal expenses they will have t be paid back within 10 days. If nt paid back within 10 days this amunt will be deducted frm yur payrll check. What has t be turned in t the Travel Office each mnth Original Bank Statement received frm Bank f America Electrnic Recnciled Bank Statement with all signatures Original Receipts & Supprting Dcumentatin fr all expenses When traveling internatinally please send an t Sandy Gladden at gladdens@uncw.edu t let us knw where yu will be traveling and the dates s we can ntify the bank.

26 Billing Cycle is frm the 16 th f the mnth thru the 15 th f the next mnth All transactins must be recnciled and have a travel authrizatin linked t the expense. Must be a Travel Authrizatin (N Blanket Travel) Original receipts must be submitted with the statement. Receipts must have a dllar amunt and itemized descriptin listed. Cardhlder must sign the recnciled Electrnic Statement each mnth. Use the Travel Card System t recncile all transactins. This may be dne anytime during the mnth befre the cut-ff. D nt wait until yur statement cmes in t recncile transactins. Transactins that ccur between June 16 th and June 20 th will be part f this years transactins and charged t this years budget. Please see the deadlines fr the Jux mnth dates. Any transactins that are charged t the credit card that are fr travel expenses fr next year s travel (after Aug 15 th ) can nt be charged t general funds fr this year s budget. Please either use a trust fund r wait until after June 20 th t charge the transactins.

27 100% ff all transactins are audited All signed statements must be turned int Travel Office by the deadline. All charges n the statements must have crrect supprting dcumentatin All items that d nt fllw the plicy and prcedures will be issued an infractin.

28 High Severity Infractins Regular Severity Infractins ( 4 infractins until card revcatin) Late statement less than 30 days Missing/Inadequate Receipts Additinal Supprting Dcumentatin needed Nt recnciling charges/statement Nt fixing pending infractins (accunt cdes, etc.) Other infractins deemed as Regular Severity Infractins by the Travel Office

29 1 st Offense Penalty - Freeze Card until infractin is reslved Reslutin Requirement Prper Dcumentatin received r adjustment made Advances r Prepaids will nt be issued while the card is frzen 2 nd Offense Penalty Freeze Card fr 30 calendar days after infractin has been reslved Reslutin Requirements Prper Dcumentatin received r adjustment made Advances r Prepaids will nt be issued while the card is frzen

30 3 rd Offense Penalty Freeze Card fr 120 calendar days after infractin has been reslved Reslutin Requirements Prper Dcumentatin received r adjustment made Advances r Prepaids will nt be issued while the card is frzen 4 th Offense Penalty Revke Card permanently Penalties are determined by the amunt f infractins incurred. Infractins will cntinuusly cmpile fr the entire life f the card.

31 High Severity Infractins (3 infractins until card revcatin) Late Statement 30 days r mre Inapprpriate Purchase (i.e.: entertainment, fd, gift card/certificates etc.) Unintentinal Persnal use Charging expenses that are nt fr the cardhlder Charging expenses t the card when n travel authrizatin has been created and apprved Failure t cmply with State Cntract Terms (withut explanatin) Other infractins deemed as High Severity Infractins by the Travel Office

32 1 st Offense Penalty Freeze Card until infractin is reslved Reslutin Requirement Dcuments received, repayment f funds, adjustments made Advances r Prepaids will nt be issued while the card is frzen 2 nd Offense Penalty Freeze Card fr 90 calendar days after infractin has been reslved Reslutin Requirement Dcuments received, repayment f funds, adjustments made. Letter frm traveler and budget authrity explaining actin plan put int place s this infractin will nt be repeated Advances r Prepaids will nt be issued while the card is frzen 3 rd Offense Penalty Revke Card permanently Penalties are determined by the amunt f infractins incurred. Infractins will cntinuusly cmpile fr the entire life f the card the card.

33 Critical Severity Infractins (immediate card revcatin) Intentinal Persnal Use Other infractins deemed as Critical Infractins by the Travel Office

34 1 st Offense Penalty Revke Card permanently. Ntify Divisin Head and University Plice Penalties are determined by the amunt f infractins incurred. Infractins will cntinuusly cmpile fr the entire life f the card.

35 Travel Card Plicies & Prcedures Travel Card Webpage Travel Card System Step-by-step Guide fr Travel Card ravelcard_002.pdf

36 Mnthly Statement Billing Cycle Name Cycle Date Mdificatin Cut Off Date Statements Available Fr Printing If Apprved Statements & Receipts Due T 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 22 May 23 May 29 June June 5/16-6/15 June 24 June 25 June 30 July July 6/16-7/15 July 24 July 25 July 30 August August 7/16-8/15 Aug 21 Aug 22 Aug 28 September September 8/16-9/15 Sep 24 Sept 25 Sep 30 Octber Octber 9/16-10/15 Oct 22 Oct 23 Oct 30 Nvember Nvember 10/16-11/15 Nv 24 Nv 25 Dec 1 December December 11/16-12/15 Dec 18 Dec 21 Jan 6 All statements are due t the Travel Office by 4:30 PM n abve dates. Cards will be frzen until statement received. Mail t: Sandy Gladden Travel Office Bx 5660