Financial Administration

Travel Card Policies and Procedures Manual

Effective July 1, 2004

Contents

Introduction
Approved Uses of the Travel Card
Prohibited Uses of the Travel Card
Benefits of Using the Travel Card
Eligibility for the Travel Card
Definition of Responsibilities
Travel Card Payment
Card Termination
Account Information
Public Records
Additional Information


Introduction

The State of Wisconsin and UW System have contracted with US Bank to offer state/UW System employees a Travel Card as an alternate method of payment for official, state business travel expenses.

Use of the Travel Card benefits the State/UW System as it greatly reduces the need for travel advances, it facilitates verification of travel rule compliance and the collection of travel related data which can then be used to negotiate more favorable rates from travel services providers, and it streamlines reimbursement procedures by providing a single source of payment documentation.

The policies and procedures in this document define eligibility, responsibility, and proper card usage. They are designed to ensure that individual travelers and those responsible for supervising cardholders comply with this manual and the State of Wisconsin travel regulations. (For further information on travel regulations, see Uniform Travel Schedule Amounts at www.doa.state.wi.us Keyword: Travel Services.)

Please remember that if you use a State of Wisconsin/UW System Travel Card, you do so with an understanding of and under the conditions set forth in this policies and procedures manual. Travel Card cardholders are, therefore, required to sign a Department of Administration Use Agreement.

Approved Uses of the Travel Card

The Corporate Travel Card may only be used for travel-related expenditures incurred for the purposes of conducting University business. The Corporate Travel Card may be used for non-reimbursable expenses that are reasonably incident to business related travel expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., a meal that exceeds allowed maximum allowed where only part of the cost will be reimbursed). Typical examples of approved uses of the Corporate Travel Card include expenses such as airfare made in accordance with Policy 1201 – Travel & Expense – Purchase & Payment of Business Air Travel (note authentication is required - University login and password required for access), lodging, car rental, meals, conference or meeting registration, parking, and ground transportation.

Prohibited Uses of the Travel Card

The Travel Card may not be used for personal expenses. Any expenses other than those specifically authorized in this policy are not allowed. Use of the Travel Card for personal expenses is not allowed and will lead to cancellation of card privileges and may be cause for disciplinary action. Individual Air Travel should be booked using the contracted online booking tool. Air travel booked online using an unapproved vendor will not be reimbursed pre-trip. Please note that MCCs for Airfare and Travel Agencies may be blocked for an individual cardholder if travel is purchased outside the contract booking tool.

Benefits of Using the Travel Card

The State of Wisconsin/UW System's contract makes travel cards available to eligible State of Wisconsin/UW System employees on special terms and conditions, including:

  • No annual fees.
  • Non-invasive credit assessment. (Inquiries are not reflected on your personal credit records.)
  • $500,000 common carrier insurance.
  • $1,250 lost or stolen luggage insurance.*
  • $1,000 hotel/motel theft insurance.*
  • Collision damage or theft insurance up to the full value of the rental car.** conditions apply

Eligibility for the Travel Card

To be eligible for a State of Wisconsin/UW System Travel Card, one must meet the following criteria:
  • Typically travel one or more times per year;
  • A State of Wisconsin/UW System employee in permanent, project, or LTE status;
  • Sign a Department of Administration Travel Card Use Agreement; and
  • Meet requirements identified by US Bank in its application materials.

To apply for a Travel Card, contact your immediate supervisor and your agency/institution Travel Card Program Administrator.

Definition of Responsibilities

The following are responsibilities of state employees:
  • Department of Administration
    • Issue and update the Travel Card Policies and Procedures Manual;
    • Enforce and audit Travel Card policies and procedures, including revocation of cards as necessary; and
    • Administer the implementation and ongoing support of the Travel Card program.

  • Agency/Institution
    • Establish proper controls, including developing internal procedures within state guidelines identified here and in the State Account Manual and the Travel Card User Manual to monitor use of the cards by individual cardholders to ensure all purchases comply with this policy.
    • Maintain budgetary controls.

  • Agency/Institution Travel Card Program Administrators
    • Ensure that all potential cardholders have read and understand the Travel Card Policies and Procedures Manual;
    • Facilitate application process for agency staff;
    • Secure cardholder signature on the DOA Travel Card Cardholder User Agreement and keep on file;
    • Store any paper application that has an employee SSN in a locked file drawer or secure vault. Preferably, use employee ID for paper application and when application is received, look up employee SSN in HRS for processing application in Access Online, eliminating any need to secure the SSN.
    • Monitor use of the Travel Card by agency employees in accordance with official policies, including revocation of cards as necessary;
    • Report abuse of the Travel Card and corrective action taken to the Department of Administration’s State Bureau of Procurement;
    • Distribute information and policy updates to cardholders; and
    • Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.

  • Supervisors
    • Verify that potential Travel Card cardholder meets and maintains eligibility requirements.
    • Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.
    • Verify travel expenses submitted for reimbursement for applicability to the trip, accuracy, and compliance with State of Wisconsin travel regulations.
    • Initiate action to revoke privileges, cancel cards, and verify such when expenses other than those specifically authorized in this policy are charged by an employee.

  • Cardholders
    • Follow policies and procedures set forth in Travel Card Policies and Procedures Manual;
    • Sign the DOA Travel Card Cardholder User Agreement;
    • Promptly pay Travel Card bills in full;
    • Provide your social security number, a valid address for billing purposes, and notify US Bank of any changes in name, address, or other billing information;
    • Work directly with US Bank to resolve billing disputes;
    • Cancel cards upon termination, suspension, extended leave of absence from employment, or transfer between state agencies;
    • Report cards lost or stolen; and
    • Ensure cancellation of cards upon termination, suspension, extended leaves of absence from employment, or transfer between state agencies.

Travel Card Payment

The cardholder must pay the card balance in full by the next billing statement regardless of whether reimbursement has been received. US Bank will issue the Travel Card directly to the cardholder. As such, it will be governed by a contract that is solely between US Bank and the cardholder, who is personally responsible for paying all charges on the Travel Card.

The State of Wisconsin/UW System will reimburse employees in a timely manner for all approved, allowable transactions upon receipt of complete and proper documentation, including a travel expense voucher and original receipts when required. However, as a condition of accepting reimbursement, the employee agrees to use reimbursement money to pay off charges on the Travel Card.

Card Termination

A Travel Card may be terminated by the bank, your agency/institution Travel Card program administrator, or the DOA – State Bureau of Procurement or State Controller’s Office for reasons including the following:

  • Failure to comply with State of Wisconsin travel regulations;
  • Failure to comply with Travel Card policies and procedures;
  • The account becomes 120 days past due;
  • The cardholder is no longer on the State of Wisconsin payroll (including resignation, extended leave of absence without pay, termination, or retirement);
  • No account activity in over 22 months.

If an account is terminated for delinquency, dishonored payments, not using reimbursement to pay the card balance, or use of the card for personal charges, the account cannot be reinstated.

Account Information

The cardholder's contract with US Bank allows authorized individuals within the State of Wisconsin/UW System to access information about the status of payments and charges to the Travel Card. If the State of Wisconsin/UW System receives notice that the cardholder has not paid his/her balance in full by the next billing statement, the Travel Card Program Administrator may contact the cardholder. Privacy of personal information will be governed by the cardholder's contract with US Bank.

If the State of Wisconsin/UW System were to contract with another financial institution other than US Bank in the future, the information used to open a current Travel Card may be transferred using confidential, secure methods to the new institution to provide continuous service. The policies set forth here would continue to be in effect.

Public Records

All documents related to the Travel Card may be fully disclosed as a public record to the extent provided for by the Open Records Law.

Additional Information

Additional policies, procedures, and other useful information are located on the State of Wisconsin Department of Administration Travel web site located at the following: http://www.doa.state.wi.us Keyword: Travel Services or at the University of Wisconsin System Travel site in the US Bank Travel Card Section (http://www.uwsa.edu/fadmin/usbank/usbank.htm).