Finance 402: Travel Cards

Purpose

To provide guidelines for the use of university travel cards for business-related expenses.

Reference

University Travel Card Handbook

Definitions

Department Travel Card: A travel card issued to departments that have employees who travel frequently. The use of the Department Travel Card is limited to airfare purchases. Individual Travel Card: A travel card issued to authorized cardholders to process and pay for travel expenses incurred while on university business travel.

Policy

Eligibility
Individual university travel cards are available to employees who travel on university business and have reimbursable travel expenses. A travel card reduces the need for the traveler to carry large amounts of cash or traveler’s check and precludes the need for a travel advance. The cards are issued at no annual fee.

The Application Form and Cardholder ­Agreement for the travel card are available online. These documents must be routed to the Accounts Payable & Travel (APT) Manager. The APT Manager is responsible for approving the request, ordering the card, obtaining card insurance, and training card holders. The APT Manager will also approve card attribute changes and will monitor, review, and audit the business travel reimbursements.

Responsibilities
The use of travel cards does not change the requirement to observe University Travel Regulations. Cardholders and departments must continue to make travel arrangements following existing procedures and continue to obtain the most reasonable and economic airfare available.

The cardholder is responsible for maintaining a Travel Transaction Log. A department employee will reconcile the log with the credit card statement to ensure it matches the transactions. The Travel Card Handbook outlines the procedures for maintaining the log and performing the reconciliations.

The travel card is valid only while the cardholder is employed by UAA. The travel card must be surrendered to the APT Manager upon termination of employment.

Questions regarding travel card procedures should be directed to the APT Manager.

Effective: 07/10/2005