**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL
                                 


TITLE:  AMERICAN EXPRESS TRAVEL CARD               POLICY:  VI.B.10x


General

The University has entered into an agreement with the American
Express Travel-Related Service Company, Inc. to provide an
individual American Express Travel Card (travel card) at no charge
to faculty, staff and others who travel on University-related
business.  This card will provide a convenient means for the
traveler to charge travel-related expenses including meals, car
rentals, motel/hotel reservations, etc.  The Travel Card will be
the only means of obtaining advance funding for University-related
travel.  Also University-related entertainment expenses may be
charged to the Travel Card.

See also Policy VI.B.3x., "Travel Transportation
Issues," section "Vehicle
Rental."

The agreement with American Express is consistent with the State
Travel Card Contract #90718-5, and is in conformance with
Commonwealth of Virginia Accounting Policies and Procedures, Topic
20335, Procedure 206, Travel Charge Cards.

This agreement complements and DOES NOT REPLACE the contract
presently in place with certain local travel agencies for making
airline reservations and purchasing airline tickets.  The present
travel agency procedures will continue in force except for
emergency situations, such as a flight cancellation during travel.

The Travel Card Coordinator in the Bursar's Office (924-4242) is
responsible for this program and will be glad to answer any
questions related to it.  The Medical Center Travel Card
Coordinator is in Stacey Hall and is also available for questions. 
All Medical Center employees must request their card through Stacey
Hall (924-2865).


Eligible Employees

All classified employees Grade 9 and above and full-time and part-
time faculty will be eligible to apply for a Travel Card.  

Classified employees Grade 8 and below, teaching and research
assistants and other graduate students may apply for a Travel Card
with the written approval of their department head.


LIMITATIONS ON USE OF TRAVEL CARD

In general, travel cards may be used only for reimbursable travel
and related expenditures that are incurred while an employee is in
a travel status.  

Exceptions to this rule include items that are not reimbursable
under State and University travel regulations, but which might be
charged to a travel card coincident to the traveler's reimbursable
expenses.  Examples include:

     Non-reimbursable telephone calls charged to a hotel room.

     Non-reimbursable expenses for a spouse included in a hotel
     bill or a restaurant bill.

     University travel reimbursed from sources other than
     university funds, such as an association - paid conference.

     Travel cards may also be used for business meals,
     entertainment meals, and employee recruitment meals when the
     card holder is not in a travel status.

The normal charge limit on a travel card will be $3,000.  Higher
limits, up to $10,000, may be approved in exceptional circumstances
with appropriate authorization.  Written requests for higher limits
need to be forwarded to the Travel Card Coordinator, Bursar's
Office, Carruthers Hall, or Travel Card Coordinator, Stacey Hall
(Medical Center Employees).


EMPLOYEE RESPONSIBILITIES

The travel card will be issued in the employee's name.  The
traveler is PERSONALLY LIABLE for any charges made against the
card, and will be billed directly by American Express.  The
University is NOT liable in the event of nonpayment by the
employee.  American Express requires the card holder to make full
payment within 30 days of the monthly billing statement cutoff
date, which is the 8th of each month.  Habitually slow payers may
have their card suspended or canceled.  IF THIS HAPPENS, THEY WILL
NOT BE ELIGIBLE FOR ANY TRAVEL ADVANCE FUNDS FROM THE UNIVERSITY. 
Late payment charges may be incurred after 60 days past due.  These
charges for late payment are the employee's responsibility and will
not be reimbursed.

The travel card must not be used to circumvent the procurement
procedures of the University or the Commonwealth of Virginia.



IF THE TRAVEL CARD IS MISUSED, IT WILL BE REVOKED.

If, for any reason, your payment will not be made by the due date,
make arrangements with American Express by calling their toll-free
number, 1-800-528-2122.

FOR YOU TO BE ASSURED OF RECEIVING YOUR REIMBURSEMENT IN TIME TO
PAY YOUR TRAVEL CARD BILL WHEN DUE, YOUR REIMBURSEMENT REQUEST WILL
NEED TO BE SUBMITTED WITHIN ONE WEEK AFTER INCURRING THE CHARGE ON
YOUR TRAVEL CARD.

The travel card holder must return the travel card to the Travel
Card Coordinator in the Bursar's Office or Stacey Hall upon request
or upon leaving University employment.

TRAVELERS CHECKS/ADVANCES

  UNIVERSITY TRAVELERS (AGENCY 207)

     University travelers may charge travelers checks to their
     travel card at the rate of $50 per day of travel.  The minimum
     issue will be $100.  The maximum issue will be $500. 
     Travelers checks will only be issued for overnight travel and
     against a travel card.  Employees taking day trips do not
     qualify for the issuance of travelers checks.  Travelers may
     obtain travelers checks only from the Hospital Branch of the
     University Credit Union, the Newcomb Hall Branch of Jefferson
     National Bank, and the Bursar's Office in Carruthers Hall. 
     Forms for obtaining travelers checks will be available from 
     your Fiscal Administrator. The traveler must present their travel
     card and pick up travelers checks in person. No third party will
     permitted to act as agents for the traveler.
     
  MEDICAL CENTER (HOSPITAL) EMPLOYEES (AGENCY 209)

     Medical Center employees may charge travel advances to their  
     travel card at the same rates as stated above with the
     exception that the maximum issue is limited to $200.00 cash. 
     Medical Center employees must obtain their advances from the
     Hospital Branch of the University Credit Union, using the     

     Medical Center form.


Additional American Express Travel Card Holder Benefits

Benefits include:

      Car rental loss and damage insurance is provided when the
      travel card is used.  Anyone involved in an accident while
      driving a rental car on University related business please
      contact the office of Risk Management immediately at
      924-3055.  See also Policy VI.B.3, "Travel Transportation
      Issues."                                                     

                                           
      Personal check cashing at participating hotels, airlines and
      car rental counters.

      Express check in and check out at participating hotels.


      American Express Travel Services Network, the "Traveler's
      Companion."

      A 24-hour hotline, Global Assist, which provides worldwide
      referrals for medical and legal emergencies.


TERMINATION OF EMPLOYEE PARTICIPATION

Employee participation in the Travel Card Program will be subject
to termination under any of the following conditions:

     When the Travel Card member is no longer employed by the
     University.

     Where there is a consistently delinquent payment history.

     Where there is a consistent history of dishonored checks.

     When a Travel Card member files for bankruptcy.

     When a Travel Card member charges personal expenses to the
     Travel Card except as allowed under this policy.

     When a Travel Card member exceeds maximum charge limits.

     When a Travel Card member requests cancellation.


ISSUED BY:                                                 06/15/97

University Bursar              6.2.10.1