University Travel Card Annual Training Program

1
University Travel Card Annual Training Program

• Travel Card Coordinator
• Laverne Beasley
• Phone [phone]
• Email leb9c_at_virginia.edu

2
General Information

• The Travel Card is
• A program administered by the State Department of
  Accounts (DOA)
• A convenient means for charging travel-related
  expenses while conducting official University
  business OR reimbursable business and recruitment
  meals when the card holder is not in travel
  status
• A means for requesting Traveler Checks for
  business purposes prior to travel

3
Cardholder Benefits

• GE MasterCard Travel Card benefits include
• Travel accident insurance
• Baggage insurance
• Rental car insurance
• Roadside assistance
• Legal referral service
• Medical assistance
• A 24-hour hotline for travel assistance
• Note These benefits are only available when the
  Travel Card has been used to purchase the travel
  services.
• (Such as the plane ticket, rental car, etc.)

4
Who is Eligible?

• All University (Academic and Research Division)
  full-time faculty and classified staff who travel
  two or more times per year on University business
• Written approval is required for other University
  employees, such as part-time faculty and staff,
  teaching and research assistants and graduate
  students
• Foundation employees are not eligible
• UVA Wise and Medical Center employees may be
  eligible for their own program

5
Which purchases are allowed?

• Travel Cards may only be used to pay for official
  University expenses relating to
• reimbursable travel incurred while an employee is
  in travel status
• Such as
• - Car Rental/Gas - Restaurant Meals -
  Hotel Stays - Parking and Tolls
• - Airline Tickets Registration Fees (If a
  Purchasing Card is not available)
• reimbursable business and recruitment meals
  regardless of whether you are or are not in
  travel status

6
Which purchases are NOT allowed?

• Purchases that are NOT allowed on the Travel Card
  include
• Personal charges
• Such as - Alcohol purchases - Groceries -
  Other non-University expenses
• Non-meal business expenses while the cardholder
  is not in travel status
• Such as - Copying Services - Express Mail
  - Books/Subscriptions
• Reminder All purchases must comply with current
  state travel guidelines. These types of
  expenditures are cause for a Travel Card to be
  cancelled.

7
Cardholder Responsibilities

• The Travel Card holder is PERSONALLY LIABLE for
  any charges made with their card, and will be
  billed directly by the credit card issuer for
  payment.
• The Travel Card is not a revolving credit card,
  so each bill must be paid in full within 30 days
  of the billing statement cutoff date, regardless
  of any disputed charges or if reimbursement has
  been received. Travel Cards not paid within 60
  days will be automatically suspended by the
  credit card issuer.
• The Travel Card must not be used to circumvent
  Procurement guidelines or when the Purchasing
  Card is the proper method of purchase.
• Travel purchases must comply with the State
  regulations in effect at the time of travel.
  Visit the Travel section of the Procurement
  Services website for up-to-date information.
• Whenever possible, travel vouchers for
  reimbursement must be submitted with original
  receipts within one week of incurring the charge.

8
Travel Card Termination

• A Travel Card may be cancelled if
• It has been inactive for 12 months
• There has been improper use, such as
• Personal use
• Business use
• when a purchase was not allowed (Slide 6 What
  purchases are not allowed?)
• when a Purchasing Card was the proper purchasing
  method
• The account has not been paid within 90 days of
  the due date
• There is a consistent history of
• Delinquent payments
• Dishonored checks
• The Travel Card holder
• Files for bankruptcy
• Exceeds maximum charge limits
• Requests cancellation
• Is no longer employed by the University

9
Important Notes

• Employees who have had their card cancelled due
  to improper use or late payment will NOT be
  eligible for any travel advance funds from the
  University.
• Whenever possible, Airline Tickets and Conference
  Registration Fees should be paid for using a
  Purchasing Card since travel expenses will not be
  reimbursed until the travel has been completed.
• Statements will be mailed to the address listed
  on the cardholder application.
• Card purchases will be audited monthly to ensure
  compliance.
• The monthly limit is set at 3,000.
• Travel Cards must be returned to the Travel Card
  Coordinator upon request or termination of
  employment.

10
Travelers Checks

• Travel Card holders who are conducting overnight
  travel may request Travelers Checks for business
  use.
• Travelers Checks are available in the following
  package amounts
• - 150 - 200 - 300 - 500
• Employees taking day trips or who are not members
  of the Travel Card program are not eligible for
  Travelers Check purchases.
• Traveler Check purchases in excess of 50 per day
  require additional justification.

11
Card Issuance

• A Travel Cards will not be issued to a cardholder
  until
• An original application has been received and
  approved by the Travel Card Coordinator.
• 2. The cardholder has received credit for
  completing this training.
• To receive credit
• Click here
• Login to NetBadge with your email ID and password
• Agree that you have read and understand the
  training materials
• Click Submit
• 3. A cardholder agreement has been signed and
  received by the Travel Card Coordinator at the
  time of card issuance.

12
Cardholder Resources

• UVA Revenue Collections
• Email our Travel Card Coordinator
  leb9c_at_virginia.edu
• Travel Card Policy http//www.virginia.edu/finan
  ce/polproc/pol/vib10.html
• UVA Procurement Services
• Information on the Current Travel Regulations
  http//www.procurement.virginia.edu/main/travel/Tr
  avelBasics.html
• Goods Services Procurement Guide
  http//www.procurement.virginia.edu/main/departmen
  ts/BuyPayGuide.html
• Purchasing Card Information http//www.procurement
  .virginia.edu/main/departments/PCardBasics.html

13
Training Completion

• Thank you for completing the annual
• Travel Card Training Program!
• If you havent already done so
• Click here to receive training credit.