Policy - TCard

Administrative T-Card

• The administrative t-card may be used to make the following purchases:
• Airfare
• Registration
• Car rentals (for individuals traveling on behalf of the university)
• Lodging (room and tax only, if the hotel allows for prepayment of lodging WITHOUT the actual credit card.)
• The administrative t-card may also be used to make other purchases, with approval by the Travel Office. These purchases can include, but are not limited to, catering events while on travel status, bus rental, and guest meals when the university is bringing in a guest on official business.
• The administrative t-card is in the name of the individual within a department who is responsible for the processing of travel related tasks. Remember: The person whose name is on the card is responsible for all charges incurred. 
• Charges on the administrative t-card must be re-assigned to the employee, student, or guest for whom the purchase was made before the charges can be associated with an Expense Report in Workday for that individual.

Traveler T-Card

• Employees who travel a minimum of three (3) times per year and/or incur travel expenses in excess of $2,000 per fiscal year will be eligible for a traveler t-card if the employee AND their department elect.
•  The employee will have the option of charging airfare, registration, hotel, car rental, meals, etc. to their t-card. Unlike the administrative t-card, ANY charge incurred will automatically be associated to the CARDHOLDER. The cardholder is to ONLY incur charges on this t-card that directly relate to a trip that they are on.
• Never charge another employee’s expenses on the traveler t-card UNLESS you are traveling with a group and you are the responsible party for the group.
• PERSONAL CHARGES NOT RELATED TO A BUSINESS TRIP ARE STRICTLY FORBIDDEN. THIS CARD IS ONLY TO BE USED FOR VALID U OF A TRAVEL WHERE THE TRIP TIES TO A SPEND AUTHORIZATION AND/OR EXPENSE REPORT. Improper use of the travel card will result in consequences ranging from suspension of card to termination of employment and possible criminal prosecution.

To request a travel card in Workday, please refer to this quick reference guidelocated in the Travel Survival Guide.

Requests to modify the transaction limits on a t-card should also be requested in Workday.

Travel cards are not transferable. If someone's card use is discontinued, the department needs to contact the Administrator of Travel Credit Card Services and then shred the card. The Administrator of Travel Credit Card Services will cancel the card in Workday and with the bank.

The employee whose name appears on the travel card is authorized and responsible for all charges on the card. It is the responsibility of every cardholder to safeguard their card and card number against use by unauthorized individuals within or outside of the university.

Under no circumstances may the travel card be used for personal expense items or when no travel occurs unless an exception has been provided by the Travel Office.

Allowable Purchases on the Administrative T-Card

• Airfare
• Registration (NOTE: Membership fee made be paid in conjunction with registration fee ONLY if it is a requirement to purchase the registration. Membership justification form must be included with the receipt.)
• Car rentals (for individuals traveling on behalf of the university)
• Lodging (room and tax only, if the hotel allows for prepayment of lodging WITHOUT the actual credit card.)
• The administrative t-card may also be used to make other purchases, with approval by the Travel Office. These purchases can include, but are not limited to, catering events while on travel status, bus rental, and guest meals when the university is bringing in a guest on official business.

The employee whose name appears on the travel card is authorized and responsible for all charges on the card. It is the responsibility of every cardholder to safeguard their card and card number against use by unauthorized individuals within or outside of the university.

Under no circumstances may the travel card be used for personal expense items or when no travel occurs unless an exception has been provided by the Travel Office.

Allowable Purchases on the Traveler T-Card

• Airfare
• Registration (NOTE: Membership fee made be paid in conjunction with registration fee ONLY if it is a requirement to purchase the registration. Membership justification form must be included with the receipt.)
• Hotel
• Meals (traveler only except in the event of an official business function)
• Car Rental
• Gas
• Taxi
• Parking
• Other valid travel-related expenses (supplies/internet related to travel, etc.)

Never charge another employee’s expenses on the traveler t-card UNLESS you are traveling with a group and you are the responsible party for the group.

Detailed receipts, when required, must be attached to the Expense Report and submitted for approval.

NOTE: Local official functions (meals) may NOT be charged to the t-card. Travelers MUST be in travel status to use the card unless an exemption has been granted in writing by the Travel Office.

The following limits are the maximum amounts allowable for a travel card per month. Requests to adjust these limits must be made in Workday.

• Monthly Transaction Limit: $5,000
• Per Transaction Limit $2,000

If using a university t-card, airfare must be purchased using either the Concur Booking Tool or by contacting Anthony Travel directly (unless an exemption has been granted by the Travel Office). Information regarding the use of Anthony Travel or the Concur Booking tool is available here. Make sure to periodically review your department, contact, and credit card information in Concur. If you move departments and have an admin t-card in your Concur profile, you will need to delete it.

If you are ordering over the phone you should provide:

• Account number
• Card expiration date
• Complete billing address

When using a university t-card, airfare must be purchased using either the Concur Booking Tool or by contacting Anthony Travel directly (unless an exemption has been granted by the Travel Office). Information regarding the use of Anthony Travel or the Concur Booking tool is available here.

Per State of Arkansas Travel Regulations, an airline ticket is to be purchased a minimum of 14 days in advance of travel. In most instances, the U of A purchases coach/economy level tickets at the lowest nonrefundable rate, but DO NOT require or promote the purchase of BASIC economy tickets, which can present issues for travelers.

In many instances, a portion of the value of the ticket can be used on another trip. 

The charge, whether on an administrative or traveler t-card, will need to be associated with an expense report in Workday, and an explanation of why the airfare was cancelled and any associated documentation must be attached. Otherwise, the cardholder will receive an invoice from the Treasurer's Office for the ticket.

This is also true for other prepaid items, such as registrations.

Cardholders are responsible for the following:

1. Attending training and signing Cardholder Agreement Form PRIOR to issuance of a travel card.
2. Keeping their travel card and card account number confidential. The only person authorized to use a travel card is the person to whom it is issued.
3. ONLY USING THE TRAVEL CARD FOR UNIVERSITY BUSINESS.
4. Understanding that intentional misuse or abuse of the travel card will result in the immediate revocation of charging privileges, possible disciplinary actions, and/or criminal prosecution.
5. Obtaining detailed receipts, when applicable, and associating those charges to the appropriate traveler if charges were incurred on an administrative t-card. Charges must be assigned to an expense report and submitted for approval no later than the last working day of the month in which the credit card cycle ends.
6. Failure to process and submit an expense report to reconcile charges will result in a warning that will also be sent to the cardholder's manager and appropriate budget officer. 
7. If cardholder does not comply with the correct process a second time, another notification will be sent to the cardholder, the cardholder's manager, and appropriate budget officer, and the cardholder card will be suspended for one cycle period.
8. Failure to further comply with the t-card card policy for submission of expense reports to associate with the t-card charges will result in cancelation of the cardholder's card.
9. Obtaining receipts reconciling charges on the appropriate expense report if charges were incurred on a traveler t-card.
10. Reporting a lost or stolen travel card immediately to the Administrator of Travel Credit Card Services at 479-575-5867 and Bank of America at 1-888-449-2273.
11. Not accepting cash in lieu of, a credit to the travel card account when returns are made.
12. Arkansas State Travel Regulations state all expense reports for trips that do not include a cash advance, should be processed within 30 days after the return of the trip. 

Cardholders are required to immediately report any lost or stolen travel card to Bank of America toll-free at 1-888-449-2273 (24 hours a day, 365 days a year). The cardholder MUST also immediately notify the Administrator of Travel Credit Card Services at the first opportunity during normal business hours at 479-575-5867 or via email.

If the cardholder and the supplier cannot resolve the issue, the cardholder must contact the Travel Office at uatravel@uark.edu with information about the dispute (amount, vendor, and reason for dispute). This information will be forwarded to the Administrator of Travel Credit Card Services who will contact Bank of America for action.

• Regardless of the status of the dispute, payment will be made to Bank of America. Adjustments will be made upon resolution.

The travel card MUST never be used to purchase items that are NOT related to university business travel.

The purchase of non-economy level tickets is not allowable without expressed, written approval from the Travel Office. Purchase of a first-class ticket without prior approval by Travel Office will result in immediate suspension of the cardholder's t-card.

Preferred seating for airline tickets should not be selected by travelers unless no other seating is available and must be justified in writing with the expense report request. With special authorization by the OEOC and the Travel Office, preferred seating may be allowable. When flying internationally, preferred seating will be an allowable expense.

Effective February 1, 2017, any request for travel accommodation due to a disability, must be approved prior to making any travel-related purchase. Employees requesting an accommodation must do so by submitting an accommodation request to the Office of Equal Opportunity and Compliance (OEOC). Travel accommodations include, but are not limited to requests for extra legroom, bigger seat, or larger car. If the accommodation is approved, OEOC will provide the traveler with a notice of approval that must be attached to the expense report submitted to the Travel Office.

TSA Pre-Check fees are NOT allowable.

Upgrades to airfare for the personal comfort of traveler is not allowable ( i.e., upgrading to an economy plus fare for additional leg room).

A cardholder who makes an unauthorized purchase with a travel card or uses the travel card in an inappropriate manner, will be subject to loss of any authority to retain or use the travel card; disciplinary action up to and including termination; and possible criminal prosecution and restitution.

 1^st Incident: For the first incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder's manager, and budget officer will be notified. Additional training will be offered.

2^nd Incident: For the second incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder’s manager, and budget officer will be notified. The cardholder’s travel card will be immediately suspended for the remainder of the current cycle period and one full spending cycle thereafter. Additional training will be required to reinstate travel card privileges.

3^rd Incident: For the third incident of a non-allowable purchase on your travel card or failure to verify your travel card transactions by the verification due date, the Travel Office will issue a written warning. The cardholder, cardholder’s manager and budget officer will be notified. The cardholder’s travel card will be cancelled. A new travel card will not be re-issued until such time that your department officials, along with the Travel Office agree that a new card may be issued. The cardholder’s manager or budget officer must submit written justification to support reinstatement privileges for such privileges to be considered. If the Travel Office approves reinstatement, additional training will be required. Reinstated travel cards may have their spending limits lowered at the discretion of the Travel Office.

Habitual Noncompliance: Habitual noncompliant activity, as determined by the Travel Office, will result in the irrevocable loss of travel card privileges. If it is suspected that the travel card is being used fraudulently or inappropriately, the card will be cancelled. Following cancellation, the cardholder, cardholder’s manager, cardholder’s budget officer and Internal Audit will be notified. Habitual noncompliance includes not attaching travel card transactions to an expense report resulting in a personal reimbursement to the traveler for university-paid expenses.

Personal Transactions: Personal/non-allowable purchases will be invoiced by the Travel Office to the cardholder to pay back.  

Receipts are required for the following items:

• Lodging (itemized receipt). A credit card receipt is not acceptable. Reservation confirmation notice is not acceptable documentation.
• Commercial Airfare: The complete itinerary with passenger name, dates of travel, date and proof of purchase, seat class, and any service fees associated with ticket purchase. (Note: a confirmation notice is not acceptable documentation). This includes receipts from Anthony Travel.
• Train
• Registration Fee
• Membership (if purchased in conjunction with registration)
• Car Rental (Note: reservation confirmation notice is not acceptable documentation)
• Taxi
• Items purchased while on travel status. (Example: film, ice, hardware, etc. A detailed explanation of why these misc. items had to be purchased is also required.)
• Parking
• Toll Fees
• Communication expenses
• Bag Fees
• Meals IF it is a group student meal or a meal that qualifies under the 'Official Function' policy.

The Travel Office will monitor travel card transactions to ensure that charges are related to valid business trips and that the expense report and any amounts still owed by the traveler are processed in a timely manner.

Internal and Legislative Auditors will also be reviewing travel card receipts for compliance.

If, at any point, the Travel Office feels that the employee is not following the guidelines set forth in the use of either the administrative or traveler t-card, the card will be cancelled.