Plymouth State University Purchasing Card Program

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Title: Plymouth State University Purchasing Card Program

1
Plymouth State UniversityPurchasing Card Program

2
Introduction

Using the Travel Pcard is a more efficient,
cost-effective method to purchase air and rail
tickets or to make hotel package arrangements for
USNH travelers.
Department Pcard Account Managers will be
responsible for the travel confirmation with the
airline or travel agency for payment, reviewing,
reconciling and documenting travel purchases
Included in these instructions
What can the PSU Group Travel Pcard be used for
Travelers and Pcard Account Manager
responsibilities
PSU Group Travel Pcard instructions
Bank One Statement of Questioned Item form
Hotel Authorization Form
Travel log

3
What Can the Card Be Used For?

The following authorized travel must be for the
benefit of the University System of New Hampshire
and its member institutions. Authorized
transactions
Air fare
Rail fare
Hotel arrangements
Conference registrations
Enterprise car rental

4
Roles and Responsibilities for Traveler

Communicate approved travel needs including
itinerary to the Pcard Account Manager in a
timely manner.
Communicate all changes in travel arrangements to
the Pcard Account Manager promptly.
Provide all original receipts to the Account
Manager upon return from trip.
Provide the full business purpose substantiation
as required in the Pcard Cardholders Guide.
http//www.finadmin.unh.edu/pol5Fproc/chapter_09/
toc_09.html

5
Roles and Responsibilities forPcard Account
Manager

Complete instruction session with Campus Card
Administrator
Adhere to Pcard Managers Guide
http//www.finadmin.unh.edu/pol5Fproc/chapter_09/
toc_09.html
Adhere to Air Travel Domestic Foreign Policy,
sections A-C http//www.finadmin.unh.edu/pol5Fpro
c/chapter_07/pro07_005.html
Secure pre-travel approval as required by your
department and in the Pcard Usage for Travel
Business Meals Expense Procedure
Reconcile the PSU Group Travel account weekly
Maintain original documentation including any
travel changes
Work with the Campus Card Administrator to
resolve problems
Communicate changes in policy and/or procedures
to your travelers
Communicate questionable activity to your
department head and Campus Card Administrator
Comply with all review requests
Report lost or stolen cards to the provider bank
immediately
Travel Pcards must be kept in a secure place

6
Documentation Requirements

As with any other Pcard transaction, all
purchases made with your Travel Pcard must have
the 5-Ws clearly indicated on all receipts
Who
What
When
Where
Why a clearly defined business purpose for the
trip
Accounts Payable will review your Travel Pcard
transactions on a regular basis, generally at the
same time as your regular Pcard. Please expect
your Travel Pcard to be reviewed 4-6 weeks after
your first transaction.

7
Travel Pcard Instructions

Travel itineraries must be obtained from travel
agency or airline before using the Pcard to
authorize tickets or changes in reservations
Airline reservations are ticketed by confirmation
or reservation numbers
We recommend finalizing all tickets and itinerary
changes within 12 hours to insure there are no
increase in fares or loss of seating
Only the authorized cardholder may use the Travel
Pcard
Report a lost or stolen Pcard immediately to Bank
One
_at_ 1-800-316-6056. This number is available
from within the US, 24 hours a day, 7 days a
week. If you are outside the US, the number to
call is 847-488-4441 (you may call collect).

8
Ordering Travel Tickets Online

Please use caution when making travel
arrangements on the Internet
ensure that you are on a secure website (https
in the URL or look for the "lock" icon)
double-check to be sure there are no "hidden
costs" associated with the purchase
make your travel arrangements carefully - what
you click is what you get!
print out your itinerary BEFORE CLOSING from the
site
When making hotel arrangements for other people,
be sure to send the Authorization Form for
Hotels to the hotel to authorize charges against
your card when you will not be present at
check-out.

9
List of Some Internet Travel Sites

10
Travel Pcard Instructions contd

Call the travel agency or airline to confirm
pricing and book ticket
Identify yourself PSU department, your name,
telephone number and fax number
Provide the travelers full legal name as on
drivers license or passport
Request e-ticket or paper ticket and make
delivery arrangements for ticket. E-ticket is
strongly recommended you may be charged an
additional 50.00 or more for a paper ticket
Provide your PSU Group Travel card number, your
name expiration date to finalize payment
Provide bank verification address and telephone
number if requested Plymouth State University,
17 High Street MSC 35 -Purchasing, Plymouth, NH
03264 ph 603-535-2249

11
Travel Pcard Instructions contd

Hotel arrangements
When the travel cardholder is making the
arrangements for another person, please use the
Authorization Form for Hotels included with
this packet to authorize the charge to your Pcard
when the traveler checks out.
Hotel room and tax charges ONLY are to be charged
to the card all other incidental expenses must
be paid separately by the traveler (charges not
allowed might include, but are not limited to
phone charges in excess of 10 minutes, health
facilities, room and mini-bar service, spas, etc)

12
Contact Information

If you have a question or problem with your card,
please contact the Campus Card Administrator for
assistance
Emily Clark X2246
eclark_at_plymouth.edu
If you have a question regarding travel procedure
or USNH travel policy, please contact
Mary-Ellen Godville X2252
mgodvill_at_plymouth.edu
To report lost or stolen cards, call
Bank One Customer Service
(800)316-6056

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