Step by Step
- 1. Understand the Travel Card Policy
- 2. Get a Travel Card
- 3. Delivery of Travel Cards
- 4. Cash Advances
- 5. Card Renewals
- 6. Lost/Stolen Cards
- 7. Termination of Card
- 8. Administration of the Travel Card Program
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. The Travel Card is an individual liability payment card account issued in the employee’s name and tied to cardholders’ personal credit. Employees are liable for all authorized charges made on the card and will be billed directly by the Card Provider. The account will show on cardholders’ credit reports.
- Only one card will be issued in the name of each eligible employee. Authorization is only for 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 for business meals when the cardholder is not in travel status and 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.
- Air/rail tickets can be purchased on the Travel Card. Note: You are responsible for paying the card provider in a timely manner. If the Travel Card bill for ticket(s) becomes due before the travel or reimbursement date, employee must pay out-of-pocket or risk card cancellation for late payments.
- The Travel Card must not be used to pay for personal expenses. Accounts will be closed immediately if personal use occurs. All Travel Card and alternative cash privileges will be revoked indefinitely upon an individual’s first policy violation. 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 circumvent the procurement procedures of the University or the Commonwealth of Virginia.
- Travelers must complete and submit a Travel Reimbursement within five working days after completion of a trip where overnight travel is involved, or in case of continuous travel, within five working days of the last day of travel for which reimbursement is requested.
- The Card Provider requires the cardholder to make full payment within 30 days of the monthly billing statement cut-off date, which is around the 15th of each month. As such, the employee is responsible for payment of the monthly bill each month regardless of whether they have received reimbursement for travel expenses. Failure to pay the card provider 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 the Card Provider. Continual delinquency of payments or nonpayment could potentially damage a cardholder’s credit rating. 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. Delinquencies are reported to credit bureaus.
- The cardholder must notify the Travel Card Administration Team upon leaving VCU employment to cancel his/her card. The Travel Card must be returned upon request or upon leaving VCU employment.
- 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.
- Understand limits
Travel Cards are issued with standard limits of $2,500 of total credit per billing cycle, of which $250 is available for cash advance. Since the card is tied to the employee’s personal credit, not all applicants will be approved for standard limits. However, qualified applicants will be approved for no less than $1,000 of total credit per cycle with $100 available for cash advance.
- Complete the Travel Card Employee Agreement.
- Complete travel card training on Blackboard.
- Scan completed agreement form to email@example.com.
- Enter application information via Bank of America Works after receiving Welcome email.
- Travel Card applications are processed by the card provider within three business days of receipt.
- Determine eligibility
- The Card Provider will mail Travel Cards directly to the home address submitted by the cardholder approximately two weeks from the date the application is submitted.
- PIN numbers for cash advances are mailed directly to you from the card provider. PIN numbers may arrive before the actual Travel Card.
- Follow the directions on the Travel Card to activate the card.
- Available at designated ATMs
- Limits are set at a percentage of the individual’s monthly credit limit, but will be no greater than $500.
- ATM fees are reimbursable on the Travel Reimbursement Voucher. Receipts are not required.
- Use the Travel Card to charge travel expenses and limit cash advances for those travel expenses that do not accept a charge card (e.g., cab fares).
The expiration date is on the face of each card. The card will be automatically renewed on the last day of the biannual anniversary month of the card. Renewal cards will be mailed to the cardholder’s home address approximately 30 days prior to the expiration of the old, expiring cards.
Immediately upon determining that a Travel Card is missing, lost or stolen, the cardholder must immediately telephone the Card Provider. Also, the Corporate Card Administration Team must be called and advised of the loss. The cardholder should request a replacement card if he/she continues to need it for business travel. A replacement card will be mailed by the Card Provider within one to two working days. Upon prompt notification to the Card Provider, the cardholder will have no liability for charges made after a card has been reported lost or stolen.
Participation in the Travel Card program may be subject to termination under any of the following conditions:
- Personal use
- No longer employed by VCU
- Leave of absence without pay for a month or longer
- Delinquent payments
- Non-compliance with VCU Policies and Procedures
- Cash advances not submitted for reimbursement or refunded timely
- Consistent history of dishonored checks
- Bankruptcy filing
The administration of the Travel Card Program is handled through the Corporate Card Program Administration Team, who is the liaison with the Card Provider and is responsible for providing the following services to VCU participants:
- Information related to the issuance of Travel Cards
- Cancellation of Travel Cards from cardholders upon their leaving VCU employment, or upon cancellation of cards by the Card Provider due to nonpayment of accounts or cardholder’s request to cancel account.
- Assistance to employees by answering questions and responding to concerns related to the Travel Card program.
- Liaison with Travel Card Provider concerning:
- Delinquent accounts
- Termination of corporate accounts due to an employee’s separation from the University or personal request for cancellation
- Lost or stolen cards
- Cash advance accounting