UVAWise Travel Card Annual Training Program

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UVA-Wise Travel Card Annual Training Program

• Travel Card Contacts
• Chuck Banner 0220 cwb2b_at_uvawise.edu
• Heather Wilson 0309 hsw5c_at_uvawise.edu

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General Information

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

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Who is eligible?

• All college full-time faculty and classified
  staff who travel two or more times per year on
  college business.
• Written approval is required for other college
  employees, such as part-time faculty and staff.
• Affiliated organization members who are NOT an
  employee of the college directly are not eligible.

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What purchases are allowed?

• Travel Cards may only be used to pay for official
  College business relating to
• Reimbursable travel expenditures that are
  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 purchasing card is
  unavailable)
• Reimbursable business and recruitment meals
  regardless of whether you are or not in travel
  status

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What purchases are not allowed?

• Purchases that are NOT allowed on the Travel Card
  include
• Personal Charges
• Non-meal business expenses while the cardholder
  is not in travel status
• Both of these expenditures are cause for a Travel
  Card to be suspended or cancelled!

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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. Travel cards not paid
  within 60 days will automatically be suspended.

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Additional Cardholder Responsibilities

• The Travel Card must not be used to circumvent
  Procurement Services guidelines or when the
  Purchasing Card is the proper method for
  purchasing.
• 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.
• Travel vouchers for reimbursement must be
  submitted with original receipts within one week
  after incurring the charge or upon return from
  travel.

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Travel Card Termination

• A travel card may be cancelled if
• It has been inactive for 12 months
• There has been improper purchasing such as
  personal use or business use when not travel
  related or when the Purchasing Card was the
  proper method.
• The account has not been paid within 90 days of
  the due date.

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Other Reasons for Termination

• 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 College

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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
  College.
• Airline Tickets and Conference Registration Fees
  should be paid for via 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 5,000.
• Travel Cards must be returned to the Travel Card
  Coordinator upon request or termination of
  employment.

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Travelers Checks

• Travel Card holders who are conducting overnight
  travel may request Travelers Checks for business
  use.
• Travelers Checks are available in the following
  packages
• - 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.

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Card Issuance

• Travel Cards will not be issued to any cardholder
  until
• 1. An original application has been received and
  approved by the Travel Card Coordinator.
• 2. The cardholder has received credit for
  completing this training.
• 3. A cardholder agreement has been received by
  the Travel Card Coordinator.

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Cardholder Resources

• Travel Card Contacts
• Chuck Banner 0220 cwb2b_at_uvawise.edu Heather
  Wilson 0309 hsw5c_at_uvawise.edu
• Travelers Checks Request Form

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Other Resources

• Procurement Services
• Purchasing Card
• Travel Card Policy
• www.virginia.edu/finance/polproc/pol/vib10.html
• Current Travel Regulations
• www.procurement.virginia.edu/main/travel/TravelBa
  sics.html

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Training Completion

• It is now time to receive your new travel card
  from GE MasterCard!