Policy: VI.B.10x3 (inactive)
Issued: June 15, 1997
Owner: Student Financial Services
Latest Revision: February 3, 2004
AMERICAN EXPRESS TRAVEL CARD
This policy describes the general guidelines for use of the University Travel Card.
2.0 Policy [Top]
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. It is not to be used for personal charges. 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.G.1, "Travel Expenses", section "Travel by Auto".
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) oversees 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 (Agency 209) employees must request their card through Stacey Hall (924-2865). See Medical Center Travel Card Policy.
2.2 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.
2.3 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. Personal charges to the travel card are not allowed, except as outlined below.
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).
2.4 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. The contract is between American Express and 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.
2.5 Travelers Checks/Advances for University Travelers (Agency 207)
University travelers, who are traveling overnight, may charge travelers checks to their American Express Travel Card. The minimum amount allowed is $150.00 and the maximum amount is $500.00. Travelers checks are available in increments of $50.00. Employees taking day trips may not obtain travelers checks through the University. Travelers checks are available at the Hospital Branch of the University Credit Union, and the Cashier's Office in Carruthers Hall. Employees should request the form for obtaining travelers checks from their departmental fiscal administrator. When picking up travelers checks, the employee must provide their University Travel Card, a picture id, and the approved request form. Travelers must pick up their own travelers checks; no third party will be allowed to act as an agent for a traveler when obtaining travelers checks.
Please note that the amount to be distributed to the traveler may be changed by the distributing officer if the amount of travelers checks on hand is different from the requested amount.
2.6 Travelers Checks/Advances for Medical Center (Hospital) Employees (Agency 209)
Medical Center employees should refer to the UVa Medical Center Financial and Administrative Policies Manual for information on obtaining Travel Advances.
2.7 Additional American Express Travel Card Holder Benefits
- 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.G.1, "Travel Expenses".
- 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.
2.8 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.
3.0 Definitions [Top]
4.0 References [Top]
State Comptroller Manual, Section 20335, State Travel Regulations (Adobe Acrobat pdf file)
5.0 Approvals and Revisions [Top]
Previous version in effect from 6/15/97 to 3/3/00 available in policy archive.
Previous version in effect from 3/3/00 to 2/3/04 available in policy archive.