Procurement Services Corporate Travel Card Training

Internal review only. Last updated April 2013.

Why are you here?Why are you here?

V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y

The training will assist you in learning the policies and procedures you must follow when using your Corporate Travel Card.

You are responsible for ensuring that your purchases are in compliance with state and university policies and procedures.

You are seeking either…..

First time application to the program

Annual recertification

Purpose of this training

Get to know the teamGet to know the team

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– corpcard@vcu.edu

– Thelma Stockton Corporate Cards Program Manager, x84232

– Lena Massie Corporate Cards Associate Manager, x83407

– Customer Service,

1-888-449-2273

– Monthly statements, http://payment2.works.com.

Always contact the Program Administrators with questions before reaching out to Bank of

America. We will probably be able to find you an answer quicker.

VCU Program AdministratorsProcurement Services VCU Program AdministratorsProcurement Services

Bank of America

Card Provider

Bank of America

Card Provider

Travel Card BasicsTravel Card Basics

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What is the Corporate Travel Card? Travel Card is an individual liability credit card issued in the employee’s name and tied to cardholders’ personal credit.

Employees are liable for all undisputed charges made on the card and will be billed directly by the Card Provider. The account will show on cardholder’s credit report.

Travel Card BasicsTravel Card Basics

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Why does VCU offer the Travel Card?

1. To provide a credit card that can be used for VCU travel-related expenses in lieu of using a personal card

2. To provide a convenient means for charging travel-related expenses or receiving ATM cash as needed for your business travel

The card is issued to classified employees and full-time faculty who incur significant travel related expenses as part of their regular job duties, as approved by a supervisor.

Who is eligible to receive one?

Travel Card vs. P-CardTravel Card vs. P-Card

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How does the Travel Card differ from the P-Card?

The Travel Card is solely for expenses while on

travel status, and unlike the P-card, can be used to

book hotels.

The Travel Card is in the Employee’s name, not in the

name of VCU.

The Travel Card does not have online reconciliation by

a Reviewer because the employee submits for

reimbursement.

Learn your responsibilitiesLearn your responsibilities

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Ensuring purchases comply with VCU policies and procedures, including allowable/non-allowable expenditures

1

Cardholder responsibilities include, but are not limited to

2

3

Submitting expenses for reimbursement 5 days after return from travel

Paying the bill each month by the due date regardless if you have been reimbursed for travel expenses

Learn your responsibilities (cont)…Learn your responsibilities (cont)…

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Personal use of the card for charges not incidental to business, such as movies, utility bill, etc.

Improper use of the Travel Card includes, but not limited to:

Tardy submission of a reimbursement request without the appropriate approvals

Tardy or missed payment of the monthly bill

Know what you can and cannot buyKnow what you can and cannot buy

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The following are examples of charges that may be placed on a Travel Card and submitted for reimbursement:

Meals

Vehicle

Hotels

Air/rail tickets

Personal meals (only in travel status), reimbursed in accordance with per diem

Business meals – note: you can charge alcohol if there is a valid business justification, it is reimbursed on local funds, and you have the appropriate approval.

Cash Advance

10% of your credit limit per billing cycle

Optional, can also be booked with a department P-card, which charges VCU directly for air/rail only, rather than waiting for reimbursement upon return of trip.

Car rentals, vehicle fuel, taxis

Know what you can and cannot buy (cont…)Know what you can and cannot buy (cont…)

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Personal phone calls included on the hotel bill

or a spouse dinner included on a restaurant

bill are not reimbursable.

Consequences of misuseConsequences of misuse

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Deliberate or recurring noncompliance or failure to perform required duties may constitute cause for disciplinary action up to and including termination of employment.

Failure to comply with established policies and procedures may result in a suspension or revocation of the Cardholder’s card privileges.

Please understand the importance of compliance!

Obtain and Activate your cardObtain and Activate your card

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Send a completed Travel Card Employee Agreement form to the

VCU Program Administrators. Form must be signed by you and

your Supervisor.

Complete training and pass test in Blackboard. Enter application information

via Bank of America Works after receiving Welcome email.

Bank of America processes application within three

business days of receipt.

Follow the directions on the Travel Card to activate the card.

Use the card to withdraw cashUse the card to withdraw cash

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Cardholders can easily access cash at any Bank or ATM worldwide.

Reviewer

If you forget your pin number while traveling you can withdraw cash at

the teller window of any Bank of America with your card and picture ID.

Collect all supporting documentationCollect all supporting documentation

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These records are subject to review by VCU officials and auditors.

Receipts submitted for reimbursement must be original and itemized. A copy of the travel charge card statement is not sufficient supporting documentation.

Check the Supporting Documentation list to make sure you submit the appropriate approvals. Failure to include any required documentation may unnecessarily delay the reimbursement.

Documentation Requirements for Travel & Food Expenses

Submit Expense Report through Chrome RiverSubmit Expense Report through Chrome River

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Use VCU’s expense reimbursement system, Chrome River, to process your reimbursement to be paid through Banner.

.

Reimbursement requests should

be submitted immediately upon return from travel, but no later than 30 days after the last day of travel.

Access the system and read the FAQs at: VCU Procurement / I Want To / Travel / Get Reimbursed Through Chrome River

.

Pay the billPay the bill

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• You are responsible for the full payment of the travel charge card bill upon receipt even if you have not been reimbursed for your travel expenses!

• Delinquent Cardholders are reported in the Report on Statewide Financial Management and Compliance which is published quarterly by Department of Accounts.

• Any balance past 90 days will be deducted from Cardholder’s pay check and made payable to Bank of America.

• Your travel card payment is first applied to your credit balance. Once your credit balance is paid in full, your payment will be applied to the cash balance on your account.

Pay the bill (cont…)Pay the bill (cont…)

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Your statement billing date is around the 15th of each month

The statement billing cycle can be found at: http://www.doa.virginia.gov/General_Accounting/Charge_Card/Purchase_Charge_Card_Main.cfm

Any balance outstanding upon separation/termination of employment (including retirement) will be deducted from

final pay check/leave pay out and made payable to Bank of America.

All personal expenses must be paid from the Cardholder’s personal funds when the statement is received and are not reimbursable expenses.

Manage card onlineManage card online

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Registering with CentreSuite through https://payment2.works.com allows Cardholders to:

- Access your account information 24/7- Track current information- Review last 12 months of statements- Print statement information- Pay your bill on line

Bank of America offers Cardholders a service where they can manage their own travel card account through a third party website called CentreSuite.

Keep personal information current Keep personal information current

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Whenever a name is changed due to marriage, divorce, etc. you must provide legal proof to Human Resources before the Program

Administrator can authorize the change.

The Travel Card is mailed to the Cardholder’s home address. Therefore, the Cardholder must

maintain a current home address and phone number with the Card Provider..

Dispute a chargeDispute a charge

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Dispute any unauthorized or forced charges by the vendor. If you are unable to resolve a dispute with the vendor, contact the Program Administrators. Provided the notification is made within 60 days of the charge, Bank of America will investigate and assist in resolving the dispute on the cardholder’s behalf.

If any of those charges appear to be fraudulent, contact the Program Administrators and Bank of America immediately.

Any disputed charges should be filed within thirty days of the charge.

Online Reconciliation

Learn the grounds for card suspensionLearn the grounds for card suspension

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Past Due Accounts1. Cardholders payment is delinquent after 61 days,

charging privileges will be permanently closed and card cancelled.

2. Payment still delinquent 61-90 days, legal action may be taken to recover the delinquent balance.

ComplianceThe first offense of using the Travel card for personal

use could result in revocation of the card.

Note: Cardholders who have their Travel Card revoked for the above reasons, will not be allowed to receive Travel Advances.

Your Travel Card may be terminated under the following conditions:

Learn the grounds for card suspension (cont…)Learn the grounds for card suspension (cont…)

V i r g i n i a C o m m o n w e a l t h U n I v e r s i t y

• No longer employed by VCU

• Leave of absence without pay for a month or longer

• Consistent history of dishonored checks

• Bankruptcy filing

• Inactivity

As well, if any of the following apply:

Congratulations!You have completed the training portion of the on-line Corporate Travel Card Training Program.

To complete the test click the back tab and select the Travel Card Test.