UNCW Travel Card

Card Holder

Why have a Travel Card?

Standard Visa Card

Allows for quick and easy reservations to be made

Reduces the amount of out of pocket expenses for the Traveler

No Policies have changed just another form of payment

Roles Related to Travel Card

Budget Authorityo The person who has authority over the fund

that is linked to the card.o Responsibilities• Oversees appropriate use of the card• Ensures fund has allowable budget for

expenses• Approves funds to be used on card• Signs off and review monthly electronic

statements within designated time frame.

Roles Related to Travel Card

Card Holdero The person whose name appears on the card. The card holder

should only charge expenses to the card for themselves.o Responsibilities

• Charge only expenses that comply with all guidelines of the travel card

• Ensure receipts are correct• Retain original receipts for every expense.• Ensure that a travel authorization has been created and

approved to go along with the expense charged to the card.

• Review and Sign the electronic statement• Resolve disputed and fraudulent charges• Handle refunds and credits on card• Must attend Travel Card Holders Training

Roles Related to Travel Card

Card Administrator & Alternate Card Administratoro This is the person who oversees the travel card reconciliation for

the cards.o Responsibilities

• Reconciles all expenses charged to the card in the travel card system.

• Ensures that the correct travel authorization is selected and matches the expenses.

• Reviews and updates fund information in Travel Card System• Ensures timely statement reconciliation and submission to travel

office• Retrieves card from card holder when they leave the university. Also

ensures all transactions and receipts have been turned in before the cardholder leaves the university.

• Makes sure cardholder complies with all policies and procedures• Must attend Travel Card Admin Training

Roles Related to Travel Card

Grant Officero The person who has authority over the grant fund that is

in OSP. Responsibilities

• Oversees appropriate use of the card• Ensures fund has allowable budget for expenses• Approves funds to be used on card• Signs off and reviews monthly statements to the card.

What Can Be Charged On The Travel Card?

Travel Expenses for the Card Holder Only Travel Expenses for Student Group when the Card

Holder is the faculty lead on the group trip and all expenses will be paid by the Card Holder and nothing will be reimbursed to the students.

Allowable Expenseso Airfareo Registrationo Rental Caro Lodging – Cost of Room and Tax only

Examples of Items Not Allowable

Baggage Taxi, Shuttle Parking Charges at hotel Gas Additional Insurance, GPS or Upgrades on Rental

Cars Meals Additional Banquet charges on Registrations Someone else's travel expenses Internet Charges Seat selection for Airlines

Supporting Documentation

Airfare-o Proof of purchase (original ticket or e-ticket) including flight itinerary,

traveler’s name and the name of the person who purchased the ticket.  

o The ticket must be Coach Class unless prior written approval from the chancellor is attached to receipt.

 o If original ticket/e-ticket is not available, an original credit card statement

showing purchase of the ticket and the flight itinerary may be substituted.   

o If personal time is attached to the trip you will need to provide a comparison quote from the same airfare provider for a direct flight on the business dates.

o If not flying from ILM, must provide justification and comparison quote for round-trip out of ILM.  Will not be reimbursed mileage or extra per diems more than the amount of the round-trip out of ILM. Please put explanation in the notes section of the travel.

Supporting Documentation

Registration-o Original receipt showing payment of the registration fee, any

additional expenses, and the traveler’s name is required.o A copy of the registration form is required as well. Please print before

you make the charge. The auditors require this, so that they see what we are paying for.

o Web receipts are acceptable if they include the same information as above as well as the name of the organization that received the payment.

o Include a copy of the conference agenda or brochure that shows whether meals or other expenses were included with the registration fee. Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.

 Rental Car – o Rental vehicles require original paid receipts shows $0 balance due.o You are required to use the University contracted agencies (Enterprise

and Triangle). Upgrades, GPS, extra insurance or fuel are not allowed.

Supporting Documentation

Lodging-o An original, itemized receipt showing $0 balance due, including the room

rate and taxes per night is required. o When Express checkout is used the receipt must show a credit card as

method of payment.o Reimbursement to employees sharing a room with a member of his or her

family shall not exceed the single occupancy rate. If sharing the room with another UNCW faculty/staff enter the other traveler’s name and authorization number in the notes section.

o Lodging over the state rate must be justified in the notes section of the Travel • i.e. conference hotel, hotel nearest conference, etc.

LODGING FROM ONLINE THIRD PARTY VENDOR (EX: ORBITZ, TRAVELOCITY)o The original online receipt confirming reservation and showing payment,

with breakdown of the cost of the room and taxes each night, the number of nights and the number of guests.

Examples of Acceptable Receipts

Example of Unacceptable Receipts

Limits and Restrictions On Travel Card

Single Transaction Limit is unlimited Monthly Card Limit is $10,000

o Higher limit must be justified and authorized by Travel Office. MCC codes are used to block unauthorized expenses The following MCC Codes will be unlocked for the travel

cardo Airfareo Lodgingo Rental Carso Travel Agencieso Conferences

If you have a transaction that will not accept the card based on the MCC codes and it is one of the allowable expenses please contact Travel Office Card Administrator – Sandy Gladden at either 962-4217 or gladdens@uncw.edu

Cancelation of Card/Turn In

Leaving Departmento You can keep your card but please update your card admin,

mailing address for statement and departmental funds if any of these change.

Leaving Universityo Please notify Travel Officeo Let your Card Admin know so they can reconcile all

transactions before you leave.o Submit all receipts to your Card Admino Turn in your Travel Card to the Travel Office

Budget Authority, Card Admin, Department Head, Grant Officer and Travel Office can request to have your card canceled

Refunds and Credits Credits for Airfare

o When you receive a credit for an airfare that you canceled please add a note in the travel authorization explaining why it was canceled and what travel in the future that you will use the airfare credit.

o Please make sure that you cancel the ticket before the flight leaves or you will not be able to receive a credit.

Refund for Lodgingo When you receive a refund for lodging you will need to add a

note explaining the credit in the travel system. o When you reconcile the transaction the credit will need to be

charged back to the same fund and account.o You should have some type of documentation showing what

the refund is for

Refunds and Credits Refunds/ Credits for Registrations

o If you have to cancel a registration that was already paid, you will need to add a note in the Travel System explaining why you canceled.

o The credit must be charged back to the same fund and account that was originally charged.

o If only a partial refund was given you will need to provide the documentation explaining why. You must also put a note in the Travel Authorization.

Lost or Stolen Card Keep your card in a secure place Report Lost/Stolen Card immediately to the bank,

your card admin, and the travel office Card Administratoro Bank 1-888-449-2273o Travel Office Card Admin 962-4217

Disputed Charges on Statement

Try to resolve with Merchant first If unsuccessful, contact Bank of America and

complete the Dispute Charge form in the Travel Card System.

Fraudulent Charges A fraudulent charge is a charge not made by you. As soon as you are aware of a fraudulent charge

made on your credit card you need to contact the Travel Office Card Admin. If it is during the weekend please contact Bank of America directly and either email or leave a message with Travel Office Card Admin (962-4217).

The UNCW Police Department will be notified and immediately complete a report that has to be turned into the SBI.

Card Info Card holder, Card Admin and Alt Card Admin must attend

training before the card will be issued to the Cardholder. Only charges for the card holder should be charged to this

card. Make purchases in person, by phone, mail or web. If charges are made to the card that are not allowed or for

personal expenses they will have to be paid back within 10 days. If not paid back within 10 days this amount will be deducted from your payroll check.

What has to be turned in to the Travel Office each montho Original Bank Statement received from Bank of Americao Electronic Reconciled Bank Statement with all signatures o Original Receipts & Supporting Documentation for all expenses

When traveling internationally please send an email to Laura Gore at gorel@uncw.edu to let us know where you will be traveling and the dates so we can notify the bank.

Basics of Reconciliation Billing Cycle is from the 16th of the month thru the 15th of the next

month All transactions must be reconciled and have a travel authorization

linked to the expense. o Must be a Travel Authorization (No Blanket Travel)

Original receipts must be submitted with the statement.o Receipts must have a dollar amount and itemized description listed.

Cardholder must sign the reconciled electronic statement each month. Use the Travel Card System to reconcile all transactions. This may be

done anytime during the month before the cut-off. Do not wait until your statement comes in to reconcile transactions.

Transactions that occur between June 16th and June 20th will be part of this years transactions and charged to this years budget. Please see the deadlines for the Jux month dates.

Any transactions that are charged to the credit card that are for travel expenses for next year’s travel (after Aug 15th) can not be charged to general funds for this year’s budget. Please either use a trust fund or wait until after June 20th to charge the transactions.

Compliance 100% off all transactions are audited All signed statements must be turned into Travel

Office by the deadline. All charges on the statements must have correct

supporting documentation All items that do not follow the policy and

procedures will be issued an infraction.

Level 1 of Infractions • High Severity Infractions

Regular Severity Infractions ( 4 infractions until card revocation)o Late statement –less than 30 dayso Missing/Inadequate Receiptso Additional Supporting Documentation neededo Not reconciling charges/statemento Not fixing pending infractions (account codes, etc.)o Other infractions deemed as Regular Severity Infractions

by the Travel Office

Regular Severity Infraction Penalties

1st Offenseo Penalty - Freeze Card until infraction is resolvedo Resolution Requirement – Proper Documentation received or

adjustment madeo Advances or Prepaids will not be issued while the card is frozen

  2nd Offense

o Penalty – Freeze Card for 30 calendar days after infraction has been resolved

o Resolution Requirements – Proper Documentation received or adjustment made

o Advances or Prepaids will not be issued while the card is frozen

Regular Severity Infraction Penalties

3rd Offenseo Penalty – Freeze Card for 120 calendar days after infraction

has been resolvedo Resolution Requirements – Proper Documentation received or

adjustment madeo Advances or Prepaids will not be issued while the card is frozen

4th Offense o Penalty – Revoke Card permanently

Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life of the card.

Level 2 of Infractions High Severity Infractions (3 infractions until

card revocation)o Late Statement – 30 days or moreo Inappropriate Purchase (i.e.: entertainment, food, gift

card/certificates etc.)o Unintentional Personal useo Charging expenses that are not for the cardholdero Charging expenses to the card when no travel

authorization has been created and approvedo Failure to comply with State Contract Terms (without

explanation)o Other infractions deemed as High Severity Infractions by

the Travel Office

High Severity Infraction Penalties

1st Offense o Penalty – Freeze Card until infraction is resolvedo Resolution Requirement – Documents received, repayment of funds, adjustments madeo Advances or Prepaids will not be issued while the card is frozen

  2nd Offense

o Penalty – Freeze Card for 90 calendar days after infraction has been resolvedo Resolution Requirement – Documents received, repayment of funds, adjustments

made. Letter from traveler and budget authority explaining action plan put into place so this infraction will not be repeated

o Advances or Prepaids will not be issued while the card is frozen

3rd Offenseo Penalty – Revoke Card permanently

Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life the card.of the card

Level 3 of Infractions Critical Severity Infractions (immediate card

revocation)o Intentional Personal Useo Other infractions deemed as Critical Infractions by the

Travel Office

 

Critical Severity Infraction Penalty 

1st Offenseo Penalty – Revoke Card permanently. Notify Division

Head and University Police

 Penalties are determined by the amount of infractions incurred. Infractions will continuously compile for the entire life of the card.

References Online Travel Card Policies & Procedures http://www.uncw.edu/policies/business.html Travel Card Webpagehttp://www.uncw.edu/travel/visatravelcard.html Travel Card Systemhttps://busaff.uncw.edu/ubusiness/index.cfm Step-by-step Guide for Travel Card http://www.uncw.edu/travel/documents/StepbyStepGuideforTravelCard_002.pdf

Travel Card Cycles, Dates & Deadlines

Monthly Statement

Billing Cycle Name

Cycle Date Modification Cut Off Date

Statements Available For Printing If Approved

Statements & Receipts Due To Travel Office

February February 1/16 - 2/15 Feb 25 Feb 26 March 3March March 2/16 - 3/15 March 24 March 25 March 31April April 3/16 - 4/15 April 24 April 25 April 30May May 4/16 - 5/15 May 23 May 24 May 30June June 5/16 - 6/15 June 24 June 25 June 27July July 6/16 - 7/15 July 24 July 25 July 30August August 7/16 - 8/15 Aug 22 Aug 23 Aug 29September Septemb

er8/16 - 9/15 Sep 24 Sept 25 Sep 30

October October 9/16 - 10/15 Oct 24 Oct 25 Oct 30November Novembe

r10/16-11/15 Nov 24 Nov 25 Dec 1

December December

11/16-12/15 Dec 19 Dec 20 Jan 6

All statements are due to the Travel Office by 4:30 PM on above dates. Cards will be frozen until statement received.

Mail to: Sandy Gladden Travel Office Box 5660