Plymouth State University Purchasing Card Program - PowerPoint PPT Presentation

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Plymouth State University Purchasing Card Program

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The PSU Individual Travel card including air/rail allows PSU ... www.travelocity.com. www.united.com. www.usairways.com. www.flypanam.com. www.cjtrailways.com ... – PowerPoint PPT presentation

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Title: Plymouth State University Purchasing Card Program


1
Plymouth State UniversityPurchasing Card Program
  • Individual Travel Card including Air/Rail
  • Revised 4/1/2006

2
Introduction
  • The PSU Individual Travel card including air/rail
    allows PSU employees to pay for most normal
    travel expenses including airline/rail tickets
    with the convenience of a credit card. It is
    important to remember that travel tickets should
    be purchased for the cardholder ONLY if others
    in your department will be traveling, their
    tickets must be purchased using their own
    Individual Travel card or the PSU Group Travel
    card held by the Administrative Assistant in many
    departments. The MasterCard insurances apply only
    to the cardholder or the Group Travel cardholder.

3
What Can the PSU Individual Travel Card Be Used
For?
  • The following authorized travel expenses must be
    for the benefit of the University System of New
    Hampshire and its member institutions, Authorized
    transactions
  • Airline/rail reservations and tickets.
  • Hotel room and tax.
  • Meals while traveling original, itemized and
    detailed receipt is required for all meals.
  • Auto rental use Enterprise where available.
    Other rental agencies can be used only when
    Enterprise is unavailable.
  • Gasoline for rental vehicles only. Personal
    vehicle expenses must be processed through petty
    cash reimbursement.
  • Parking fees and tolls.
  • Conference registration.
  • Ground transportation, including shuttles, taxi,
    bus. Limousine service is excluded.

4
How to Use Your Individual Travel Card
  • The Individual Travel card must be kept in a
    secure place.
  • If you are asked for an address verification, use
    the following.
  • Plymouth State University.
  • 17 High Street MSC --.
  • Plymouth NH 03264.
  • Insert your department MSC code
  • Only the authorized cardholder may use the travel
    card. Do not loan your card or number to anyone
    else, including your supervisor or others in your
    department

5
Making Airline and Hotel Reservations
  • Please use caution when making travel
    arrangements using the Internet
  • Ensure that you are on a secure website
  • Double-check to be sure there are no hidden costs
  • Make your travel arrangements carefully what
    you click is what you get
  • Be sure to enter your name exactly as it appears
    on your passport or drivers license.
  • Print out your reservation information before
    closing from the site
  • Hotel room and tax charges ONLY are to be charged
    to the card - all other incidental expenses must
    be billed and paid separately by the traveler.
    These charges might include, but are not limited
    to personal phone calls in excess of 10 minutes
    daily, room service, health facilities, mini-bar
    service, movies, spas, etc.

6
Paying for Travel Meals
  • You must provide an itemized receipt for meals
    this will mean that you cannot have your meal
    added to your hotel bill. The bill should be for
    your meal ONLY, including gratuity. The
    Individual Travel card cannot be used for
    alcoholic beverages or meals in lieu of those
    included in conference costs. Present your
    Individual Travel card at the hotel restaurant
    and request a separate, detailed receipt for your
    meal.
  • If you are using the per diem rates for meals
    (and will be reimbursed) you cannot use your
    Individual Travel card to pay for the meal.
  • Meal expenses cannot exceed the current posted
    per diem rate for the city/area in which you are
    traveling.

7
Vehicle Rental
  • Where available, use Enterprise, our contracted
    rental agency.
  • When using other rental agencies, the cardholder
    must be listed as the primary driver on any
    rental form.
  • When the rental is charged to a Pcard, USNH
    employees should decline the vehicle rental
    insurance coverage offered by the agency.

8
Vehicle Rental (Contd)
  • Our agreement with MasterCard provides for basic
    insurance in all cases except the following
  • The rental period exceeds 31 days, or
  • The rental vehicle is a 9-passenger van, or
  • When traveling outside the US in a country not
    covered by MasterCard
  • In the above instances, insurance coverage is
    provided through an insurance policy with Acadia
    held by USNH

9
Vehicle Rental (Contd)
  • Remember that USNH policy limits the number of
    passengers, including the driver, to 10 people
    regardless of the seating capacity of the
    vehicle.
  • Also see additional information in the MasterCard
    Guide to Benefits publication included in this
    training

10
List of Some Internet Travel Sites
  • The sites listed to the right have been used
    successfully by USNH travelers. If there are
    others good travel sites that you know of,
    please let us know so they can be added to the
    list . If you have problems with any of these
    sites, please contact the Campus Card
    Administrator so they can be removed if you have
    have problems with any of these Internet travel
    sites.
  • www.cheaptickets.com
  • www.delta.com
  • www.expedia.com
  • www.orbitz.com
  • www.nwa.com
  • www.southwest.com
  • www.travelocity.com
  • www.united.com
  • www.usairways.com
  • www.flypanam.com
  • www.cjtrailways.com
  • www.avacation.com

11
Roles Responsibilities for the Traveler
  • Communicate approved travel needs, including
    itinerary and any changes in travel arrangements,
    to the Individual Travel card Account Manager in
    a timely manner.
  • Provide all original receipts to the Account
    Manager upon return from trip.
  • Provide the full business purpose substantiation
    for your trip.

12
Reporting A Lost/Stolen Card
  • The CARDHOLDER must report a lost or stolen card
    or account number to JPMorgan Chase bank
    IMMEDIATELY.
  • The number to call is 1-800-316-6056. This
    number is available 24 hours a day, 365 days a
    year. Unlike a personal credit card, your
    department will be responsible for all charges
    against a lost/stolen card UP UNTIL THE TIME THE
    LOSS IS REPORTED.
  • If you are outside the US, the number to call is
    847-488-4441 (you may call collect).
  • After calling the Bank, report the card loss to
    your Account Manager at your earliest
    convenience.

13
Documentation Requirements
  • All purchases made with your individual travel
    card must have the 5-Ws clearly indicated on
    all receipts
  • Who
  • What
  • When
  • Where
  • Why a clearly defined business purpose for your
    trip
  • Original receipts should be provided to your
    Account Manager promptly upon your return
  • Accounts Payable will review your Individual
    Travel card transactions on a regular basis. Your
    first review will be 4-6 weeks after your first
    transaction.

14
Contact Information
  • If you have a question or problem with your card,
    please contact the
  • Campus Card Administrator for assistance
  • Emily Clark X2246 (Purchasing Office)
  • eclark_at_plymouth.edu
  • If you have a question regarding travel procedure
    of USNH travel policy, please contact
  • Mary-Ellen Godville X2252 (Accounts Payable)
  • mgodvill_at_plymouth.edu
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