Departmental Travel Card
(Departmental Travel)
Office of the Controller
Office of the Controller
What’s in your wallet?
Office of the Controller
Departmental Card Introduction
There are 3 types of Departmental Cards. They are designed to provide
University faculty and staff the ability to place orders for supplies and
services, as well as travel related expenses for the department or both.
Depending on the Cardholder’s needs, the Cardholder may apply for the
Departmental Card for the following:
 Commodities Only (i.e. Office Supplies, Printing Services, etc.)
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 Dual Use (both Commodities and Departmental Travel)
The individual assigned this card would become the “Departmental Travel
Liaison” should not use this card for their own travel and under most
circumstances, the Departmental Card should not leave the department.
Office of the Controller
Who is Eligible?
The Departmental Card is issued to University staff responsible for
making purchases and travel arrangements on behalf of their
departments or programs. The Cardholder must understand the
Departmental Card policies and procedures, and must provide
documentation for all transactions.
Eligible
Non-Eligible
Full-time A&P employee
Part-time staff
Full-time USPS employee
Students
Full-time Faculty employee
Research Assistants
Non-University Employees
Office of the Controller
Application & Training Process
 Applicant must submit a completed Cardholder Application form.
 The Credit Card Solutions Team will notify the applicant of
upcoming training sessions. The dates and times of the training
session are available through the Office of the Controller’s website.
 Applicant must attend the required training session.
 Applicant must complete and sign the Cardholder Agreement.
 The Credit Card will be ordered after the application, agreement,
and training session are completed by the applicant.
 The Credit Card will arrive to the Cardholder’s campus address
within 7-10 business days.
Office of the Controller
Card Limits and Controls
Departmental Card (Travel) Standard Limits:
 $10,000 monthly credit limit
 $5,000 single transaction limit. “Per Transaction” does not mean daily limit.
 Billing cycle runs from the 1ST of the month to the last day of the month.
 These are initial limits, and are subject to reduction or increase, based on
usage as determined by the Credit Solutions Team.
Office of the Controller
Do You Need a Credit Increase?
All temporary and permanent increases must include a justification and
approval from the Cardholder’s Business Unit Approver (VP, Dean or
Director).
 For Temporary Increases, utilize
the “Temporary Account
Maintenance Request” form:
 For Permanent Increases, utilize the
“Departmental Card Application”
eForm:
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Acceptable Purchases (Travel)
Prior to making any travel arrangements for University staff, students or nonemployees, an approved Travel Authorization (TA) must be in place. No charges
are to be made without an approved TA on file.
The Departmental Card can be used for the following travel expenses:
 Airfare (Domestic & Foreign)
 Hotel (Domestic & Foreign)
 Registration Fees (Domestic & Foreign)
 Car Rentals: The FIU Departmental Card (Dual/Travel Use) may only be used when
the cardholder is traveling with a team/group or when facilitating 3rd party car rental
arrangements for another authorized traveler.
Manuals can be found at: http://finance.fiu.edu/controller
Office of the Controller
Acceptable Purchases (Travel)
Rental Cars (continued)
The State of Florida has a contract with Enterprise Rent-A-Car / National Car Rental and
should be the rental agency of first choice.
 To make a reservation, call the State of FL Reservations & Customer Service at 1-877690-0064 and reference Account Number XZ41D69. Or, visit
to
begin your reservation. An FIU customized web link will be available next week for
booking reservation at Purchasing Services E-Mall
.
rd
 To make 3 party arrangements, you must establish a billing number. To do so, please
complete the billing agreement form
(
and email to the contact information at the bottom of the form
)
An Enterprise representative will contact you to complete the process and establish your
billing account. This Billing ID will be used to reserve on behalf of an individual traveling for
the University.
Manuals can be found at: http://finance.fiu.edu/controller
Office of the Controller
Declined Transactions
The most common reasons that a transaction is declined include:
 Exceeding the single or monthly transaction limits.
 Data connection error between the merchant and the Bank.
 The merchant falls under the Blocked Merchant Category (i.e..
liquor stores, ATM machines, flower shops, etc.)
 Expiration Date or CVC Code is being input wrong
Need a temporary lift of the merchant block or
a temporary increase? Utilize the Temporary
Account Maintenance Request form.
Please allow 1-2 business days for the approval
of this request.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Restricted Purchases
(Travel)
The following items may NOT be purchased with the Departmental Card:
Alcoholic beverages
Pay-for-view movies in hotel/motel room
Cancellation charges (unless justified)
Personal insurance on rental vehicles
Non University business related cell phone expenses
Personal phone calls, including calls home
Childcare costs
Pet care costs
Expenses for non-business related activities such as
sightseeing or entertainment
Personal plane use
Expenses incurred by spouse or family
Repairs, towing service, etc. for personal vehicles
Extra baggage charges for personal items, i.e. golf clubs or
skis
Room service
Late checkout fees
Fees for the use of a hotel safe, unless mandatory by the hotel
Laundry, cleaning, pressing expenses for trips of six days or
less
Lodging within 50 miles of headquarters or home (unless
justified)
SunPass transponder rental charges on rental vehicles in
addition to cost of tolls
Supplies associated with the business activities of a trip
costing more than $100
Lost or stolen cash or personal property
Tips for maid services
Meals not included in the cost of registration
Traffic citations, parking tickets, and other fines
Mileage from home to headquarters or headquarters to home
Travel insurance
Mini Bar Charges
Bank overdraft fees
Parking expenses at assigned workplace
Credit card late fees and/or interest charges
* View entire list on the Travel Website
Office of the Controller
Internet Purchases
 Use good judgment. Do not use your Departmental Card if you
would not use your own personal credit card at the Internet Site.
 Always select vendors who have secure Internet sites. Look for
the closed lock symbol usually found in the lower right hand portion
of the screen or a site address that starts with “https://”.
 Before completing the transaction,
the Cardholder should make a
print screen of the information or
use the confirmation email to serve
as the receipt.
 After completing a transaction,
the Cardholder needs to verify that
the vendor does not keep or store the
card number or cardholder information.
Office of the Controller
State of Florida Sales Tax Exemption
All transactions made within the State of Florida are exempt from the
State of Florida Sales and Use Tax.
 The Cardholder should inform the
vendor that the purchase is taxexempt before the transaction is
completed.
 If the vendor will not deduct the
sales tax or will not honor the tax
exemption without additional
paperwork (even after speaking with a
manager), the Cardholder may
continue with the purchase, but
should note on the receipt that an
attempt was made to not have the
sales tax charged.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Misuse of the Departmental Card
Any Cardholder, who knowingly and willingly makes purchases or
attempts to make purchases that violate State Laws, FIU Policies, Travel
Policies and Procedures, assists another employee in such purchases, or
fails to report the violation, may be subject to disciplinary action in
accordance with the Cardholder Agreement.
Misuse of the Departmental Card may also include, but is not limited to:
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Allowing another individual to use the card or card number
Failure to submit receipts
Delays in approving transactions
Non-Compliance with the Purchasing Policies & Procedures, and Travel
Policies & Procedures
Splitting transactions to avoid the single transaction limit
Falsification of Records
Fraud and Theft
Using the card for personal gain
Office of the Controller
Consequences for Misuse

If the Cardholder violates the Departmental Card guidelines and
procedures, steps will be taken to correct the violations. If
violation continues, the card will be revoked.

If purchases were not for University business, the Cardholder will
be required to reimburse the University for the full amount of any
inappropriate transaction. If reimbursement does not occur, this
amount may be deducted from the Cardholder’s salary warrant.

If the Cardholder uses the card for personal gain, or falsifies
records, the Cardholder will be subject to disciplinary action,
which may include termination.
Office of the Controller
Cardholder Transfers within University
If a Cardholder transfers to another department within the University,
they are not required to cancel their card unless the new department
will not approve the individual for a card.
The following steps must be completed for a Cardholder PRIOR to
transfer:
 Discontinue the use of the card
temporarily.
Complete & submit an updated
Cardholder Application.
 Submit all receipts from the previous
department to the Approver.
 If the new department will not
approve the individual’s continuation as
a Cardholder, notify the Credit Card
Solutions Team and return the card
using the Card Cancellation Form.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Termination of Employment
When a Cardholder terminates their employment with the
University, the Cardholder or Approver is required to:
 Stop using the Card, immediately or at a minimum of two weeks prior to
their last working date.
 Notify the Credit Card Solutions Team by email before the
Card Cancellation Form is sent.
 Complete the Card Cancellation Form.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Renewal Cards & Bank Statements
 The initial Departmental Card will be issued for a period of three (3) years.
 One month prior to the expiration date, the Bank will mail a new card to
the Cardholder at their campus address.
 If any transactions were made during the billing cycle, a bank statement
will be sent to the Cardholder’s campus address by the 10th of the month.
 The cardholder will be able to log onto the PaymentNet system to view
their electronic statement. (http://www.paymentnet.jpmorgan.com)
 The original or copy of the Bank Statement must be submitted by the
Cardholder to their Approver for reconciliation, and should be filed with
the supporting receipts in the Cardholder’s file.
 IMPORTANT: Notify the Credit Card Solutions Team of any changes
regarding the Cardholder’s campus address.
Office of the Controller
Disputed Charges
 The Cardholder should attempt to resolve any disputes or billing
errors directly with the vendor first. Usually, the vendor will issue a
credit to the card for the incorrect charge.
 If an agreement cannot be reached with the vendor, the
Cardholder should complete the formal Dispute Process in the
PaymentNet system. Please refer to page 43 of the Departmental
Card Manual for detailed instructions on this process.
 The Cardholder will be liable for all charges incurred if a
fraudulent transaction is not disputed within 5 days following the
end of the billing cycle in which the disputed transaction occurred.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Receipt / Invoice Requirements
Receipts may be a:
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Hotel Folio
Fax confirmation
E-mail (with details)
Completed Web order form
Completed mail order form
Invoice
Cardholder must always
submit all original receipts to
their Approver within three
(3) days of transaction date or
immediately after traveler
returns from trip.
Office of the Controller
Receipt / Invoice Requirements

When the cardholder submits receipts to their approver, the cardholder
is acknowledging the goods or services were received and the charges
comply with University policies and procedures.
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Upon approval of the charges, the approver is certifying they have
reviewed the individual charges with the cardholder and that the
charges comply with the University policies and procedures.
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Individual departments are encouraged to establish their own
procedures for receipts and invoices in order to ensure effective control
over their credit card usage.
Office of the Controller
Receipt/Invoice Requirements (Travel)
The Cardholder must provide to their Approver the following documents:
 Copy of the approver Travel Authorization
 Original airline ticket or e-ticket
 Original Hotel Folio
 Car Rental receipt
 Receipts for additional travel related transactions
 Copy of the Expense Report submitted to the Travel
Department
 Copy of any additional documentation required by the
University, stating the purpose of the travel.
Office of the Controller
Processing of Transactions
 Card charges are electronically received from the
Bank to PantherSoft Financials on the first business
day following the 1st of each month.
 Cardholders must provide itemized receipts and
bank statements to their Approvers for
reconciliation.
 Approver must review and approve all
transactions within ten (10) business days from the
day the charged post.
 All documentation must be maintained for five (5)
fiscal years for audit purposes.
 Upon completion of a travel transaction, an
Expense Report must be created. The Expense
Report and supporting documentation must be
scanned to Fax Imaging – (305) 348-1355.
Office of the Controller
Missing Receipts
 If a Cardholder loses a receipt or invoice, they
should attempt to obtain a copy of the receipt
from the vendor.
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If the receipt or invoice cannot be obtained,
the Cardholder must complete and submit the
Replacement Receipt form and the approver
must inform the Credit Card Solutions Team.
 The Replacement Receipt form will NOT be
accepted for a missing Hotel Folio.
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Continued use of the Replacement Receipt
form will not be acceptable.
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Submission of more than three (3)
Replacement Receipt forms during a billing
period may be considered misuse under the
Card Program.
Forms can be found at: http://finance.fiu.edu/controller
Office of the Controller
Card Security

Under no circumstances will the Departmental Card or card
number be given or loaned out to another person.

Each Cardholder is responsible for the security of the card
assigned to them.
 Any Cardholder sharing their card
information or allowing another individual
to use their card may have their card
cancelled.
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Report lost or stolen credit cards, or
fraudulent transactions to the Bank:
(800) 270-7760.
Office of the Controller
Credit Card Solutions Contacts
Name
Title
Phone
Email
Ramon Duenas
Associate Controller
(305) 348-3422
Ramon.Duenas@fiu.edu
Sandra Duran
Assistant Controller
(305) 348-2269
Sandra.Duran1@fiu.edu
Tracye Eades Mickle
Credit Card Solutions
Administrator
(305) 348-2920
eadesmic@fiu.edu
Nicolette Turnquest
Credit Card Solutions
Associate
(305) 348-2419
nturnque@fiu.edu
Tashaun Williams
Credit Card Solutions
Assistant
(305)348-1603
tashaun.williams@fiu.edu
Jonathan Seife
Credit Card Solutions
Accountant
(305) 348-3150
jonathan.seife@fiu.edu
Website: http://finance.fiu.edu/controller
PantherSoft Financials: (305) 348-7200
Travel Department: (305) 348-4041
Office of the Controller
Questions ?
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