Cardholder Responsibilities
Do not provide your full credit card number via email or fax OR attach any documentation with your full card number to transactions in Workday.
Cardholders are responsible for the following:
- Enroll in Credit Card Learning Course in Workday Learning and pass Travel Card quiz PRIOR to issuance of a travel card.
- 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.
- ONLY USING THE TRAVEL CARD FOR UNIVERSITY BUSINESS.
- 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.
- 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.
- 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.
- 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.
- 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.
- Obtaining receipts reconciling charges on the appropriate expense report if charges were incurred on a traveler t-card.
- Reporting a lost or stolen travel card immediately to Bank of America at 1-888-449-2273 and the Administrator of Travel Credit Card Services at 479-575-2551.
- Not accepting cash in lieu of, a credit to the travel card account when returns are made.