Request a Travel Card

Step by Step

• 1. Administration of the Travel Card Program
• 2. Understand the Travel Card Policy
• 3. Get a Travel Card
• 4. Delivery of Travel Cards
• 5. Cash Advances
• 6. Pay the Bill
• 7. Card Renewals
• 8. Lost/Stolen Cards
• 9. Cancellation of Card

1. Administration of the Travel Card Program

   The administration of the Travel Card Program is handled by the Corporate Purchasing Card Administrators (Corpcard). Corpcard is the liaison between the card provider, Bank of America (BOA), and is responsible for providing the following services to VCU participants:

   • Maintenance of Travel Card Accounts (name changes, address updates, cancellations, etc.)
   • Answer questions and respond to concerns related to the Travel Card program.
   • Liaison with Bank of America and the Department of Accounts

2. Understand the Travel Card Policy

   The VCU Travel Policy applies to all travel expenses paid for on a Travel Card. In addition, the following policy applies:

   • The Travel Card application is a contract between the employee and the card provider: Bank of America (BOA). The Travel Card is an individual liability payment card account issued in the employee’s name and tied to cardholders’ personal credit. Cardholders are liable for all charges made on the card and will be billed directly by BOA. The account will show on cardholders’ credit reports.
   • Only one card will be issued in the name of each eligible employee. It must only be used by the employee whose name appears on the card. Family members and other persons are not permitted to use the card.
   • In general, Travel Cards shall be used only for University business travel and related expenditures that are incurred while an employee is in travel status. Exceptions to this rule include: the use of a Travel Card to pay for 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 or non-reimbursable expenses for a spouse included in a hotel bill or a restaurant bill.
   • The Travel Card must not be used to circumvent the procurement procedures of the University or the Commonwealth of Virginia.
     • Failure to follow the established procedures may result in disciplinary actions, up to and including termination of employment.
     • The Travel Card must not be used to pay for personal expenses. The card will be cancelled and cash advance privileges can be revoked indefinitely upon an individual’s first policy violation.
   • Travelers should complete and submit a Travel Reimbursement within 30 days of completion of travel. However, Corpcard suggests cardholders submit reimbursements immediately upon return from travel to facilitate timely payment of the Travel Card bill.
   • The cardholder must email Corpcard@vcu.edu upon leaving VCU employment to cancel their card. Any balance on the Travel Card is due, in full, to BOA upon separation from the University. Failure to pay any existing balance will result in the funds being removed from the employee’s final paycheck.

3. Get a Travel Card

   1. Determine eligibility
      All classified employees and full-time faculty who incur significant travel-related expenses as part of their regular job duties are eligible to apply for a Travel Card. Students and hourly employees are not eligible to participate in this program.
   2. Understand limits
      The standard limit for a Travel Card is $5000 with a 10% cash withdrawal limit. A cardholder may request a higher limit when applying for the card. However, Corpcard may request more information regarding the request for a higher limit.
   3. Complete travel card training on VCU Canvas.
   4. Complete the Travel Card Employee Agreement.
   5. Once all of the above requirements are met and the application is received by Corpcard, the Travel Card will be issued within two business days.

4. Delivery of Travel Cards

   • Bank of America will mail Travel Cards directly to the home address submitted by the cardholder 7-10 business days from the date the card is issued.
   • Follow the directions in the Travel Card training to activate the card.
   • Cardholders will choose a PIN when the card is activated.

5. Cash Advances

   • Available at any bank or ATM worldwide.
   • Limits are set at a percentage of the individual’s monthly credit limit.
   • ATM fees are reimbursable. Receipts are not required.

6. Pay the Bill

   • Cardholders are required to make payments at the end of each cycle, which is approximately the 15th of each month. Exact cycle close dates can be found on the Department of Accounts Website.
     • Please note: The cardholder is responsible for payment of the monthly bill each month regardless of whether they have received reimbursement for travel expenses. If the Travel Card bill for hotel reservations, air/rail, etc. becomes due prior to travel, cardholders must pay out-of-pocket as reimbursement cannot be claimed prior to travel.
     • Failure to pay the bill in a timely manner will result in card cancellation.
     • If for any reason, payment will not be made by the due date, it is the employee’s responsibility to make arrangements with BOA.
     • Cardholders will have their card cancelled by the Travel Card Program Administration Team if an account becomes more than 60 days past due. Charges for late payment are the employee’s responsibility and will not be reimbursed.
   • Sign up to receive your statements and pay your bill online with Payment Center.
   • Corpcard strongly suggests registering with Payment Center to ensure timely delivery of your statement and payment of the bill.

7. Card Renewals

   The expiration date is on the face of each card. Renewal cards will be mailed to the cardholder’s home address approximately 30 days prior to the expiration of the card.

8. Lost/Stolen Cards

   Immediately upon determining that a Travel Card is missing, lost or stolen, the cardholder must call Bank of America at the number listed on the back of the card: 1-888-449-2273. Also, CorpCard must be advised of the loss. The cardholder is not liable for charges made after a card has been reported lost/stolen.

9. Cancellation of Card

   The Travel Card may be cancelled for any of the below reasons, including, but not limited to:

   • Violations of and/or non-compliance with Travel Card and/or VCU policies and procedures
   • End of employment with VCU
   • Leave of absence without pay for a month or longer
   • Delinquent payments
   • Cash advances not submitted for reimbursement or refunded timely
   • Consistent history of returned payments
   • Inactivity