Issued: June 15, 1997
Latest Revision: September 29, 2005
UNIVERSITY TRAVEL CARD PROGRAM
This policy describes the general guidelines for use of the University Travel Card.
2.0 Policy [Top]
The Travel Charge Card is a program managed by the State Comptroller’s Office, also known as the Department of Accounts (DOA). This program provides a convenient means of charging travel-related expenses incurred while conducting official university business. The card is a business travel card and, as such, is to be paid in full each month. The Travel Card is the primary means of obtaining advance funding for University-related travel.
2.2 Eligible Employees
All University Academic Division full-time faculty and classified staff who travel two or more times a year on University-related business or require an additional way to purchase business related meals while not in travel status are eligible to apply for a Travel Card. Others classes of University employees who travel frequently such as part-time faculty and staff, teaching and research assistants and other graduate students may apply for a Travel Card with the written approval of their department head.
Employees of the University of Virginia at Wise and the Medical Center are eligible for their own program.
Employees of related foundations are not eligible for this program.
2.3 Limitations on use of Travel Card
The University policy is in agreement with the Commonwealth of Virginia Accounting Policies. In general, Travel Cards may be used only for reimbursable travel and related expenditures that are incurred while an employee is in travel status. Travel cards may also be used for reimbursable business and recruitment meals when the card holder is not in a travel status. All purchases must comply with the current State travel regulations. The Purchasing Card should be referenced for purchases outside these guidelines.
Personal charges to the travel card are only allowed when these expenses cannot be reasonably separated from reimbursable expenses. Examples of these expenses may include a personal phone call included in a lodging bill or a spouse’s dinner included in a restaurant bill. Such expenses must be paid in full from the cardholder’s personal funds within the normal payment terms.
The monthly transaction limit on a Travel Card will be $3,000. A higher monthly transaction limit may be approved in exceptional circumstances with appropriate authorization.
2.4 Employee Responsibilities
The Travel Card will be issued in the employee's name. The contract is between the credit card issuer and the employee. The traveler is PERSONALLY LIABLE for all charges made against the card, and will be billed directly by the credit card issuer. The University is NOT liable in the event of nonpayment by the employee.
The Travel Card is NOT a revolving credit card; therefore, it does not permit partial payments. The cardholders must pay their account in full each month. Late payment charges may be incurred if the account is paid after the due date. These charges for late payment are the employee's responsibility and will not be reimbursed. Habitually slow payers will have their card suspended or canceled.
Since travel expenses can not be reimbursed until after the trip is completed, it is encouraged that registration fees and airline tickets be purchased using a departmental Purchasing Card and not the Travel Card.
The Travel Card must not be used for personal purchases and/or to circumvent the procurement procedures of the University or the Commonwealth of Virginia. IF THE TRAVEL CARD IS MISUSED, IT WILL BE REVOKED.
Employees that have been denied a Travel Card or have had their card cancelled due to improper use or late payment WILL NOT BE ELIGIBLE FOR ANY TRAVEL ADVANCE FUNDS FROM THE UNIVERSITY.
The Travel Card holder must return the Travel Card to the Travel Card Coordinator upon request or upon leaving University employment.
2.5 Travelers Checks/Advances for University Travelers
University travelers, who are traveling overnight, may charge traveler’s checks to their Travel Card. The minimum amount allowed is $150 and the maximum amount is $500. Traveler’s checks are available in pre-set package amounts of $150, $200, $300, and $500. Travelers Check purchases in excess of $50 per day require additional justification. Employees taking day trips may not obtain travelers checks through the University.
2.6 Special Cash Advances for University Travelers
In addition to traveler’s checks, the University offers special cash advances to University employees for extended foreign travel and for individuals who would not qualify for a Travel Card, such as graduate students. A special cash advance is a temporary loan between the University and traveler and must be repaid within 30 days of the completion of the trip. Employees that have been denied a Travel Card or have had their card cancelled due to improper use or late payment are not eligible for a special cash advance from University funds.
2.7 Additional Credit Card Issuer Benefits
GE MasterCard offers additional benefits to cardholders using the Travel Card while on official University business. These currently include:
2.8 Termination of Employee Participation
Employee participation in the Travel Card Program will be subject to termination under any of the following conditions:
3.0 Definitions [Top]
4.0 References [Top]
State Comptroller Manual, (Section 20336), 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.
Previous version in effect from 2/3/04 to 9/29/05 available in policy archive.