VOYAGER FLEET CARD GUIDELINES
TABLE OF CONTENTS (click “control” + click below to jump to the relevant section)
Voyager Fleet Card Overview
Definitions
About the Voyager Fleet Card Program
Roles and Responsibilities
Transaction Review/Approval Requirements
Obtaining Voyager Cards/Cancelling Voyager Cards
Card Controls and Liability
Sponsored Project Charges
Appropriate Use of the Card/Tests of Propriety
Documenting Transactions
Disputes
Declined Transactions
Policy Violations
VOYAGER CARD OVERVIEW
Texas Tech Procurement Services offers the Voyager Fleet Card (“Voyager Card”) to departments using
qualifying Texas Tech fleet vehicles or certain related equipment so that departmental users may purchase
fuel and repair/maintenance items. The Voyager Card is issued by US Bank and tied to an actual vehicle
or piece of equipment and not to an individual. The Voyager Card is for official use only and may be
used at over 230,000 qualifying locations.
It is important to note that this card runs on the Voyager network, and is not a Visa or MasterCard,
therefore not all merchants will accept the card. Please refer to the following website to search for
merchants that will accept the card in your local area.
https://www.fleetcommanderonline.com/app/public/merchantLocator.do
DEFINITIONS
Cardholder – The individual who has authorization to use the card. Please note that Voyager Cards are
assigned to specific vehicles/trailers and not actual individuals.
Financial Manager – The TTU faculty or staff member with financial responsibility over a funding
source or FOP (defined later). The Financial Manager has ultimate responsibility for any transaction
charged to his or her FOP.
Approver – A faculty or staff member who is granted permission by a Financial Manager to approve
transactions. Permission must be granted through the University’s Team App system
(team.texastech.edu).
Reconciler (may be Primary or Alternate)– A trained faculty or staff member charged with regular
reviews of all Voyager Card charges for a specific department or area. The Reconciler will have shared
accountability for transactions under their review. There may be one Alternate Reconciler to act on
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behalf of the Primary Reconciler; however, the Primary Reconciler will have accountability for the cards
and transactions.
Delegate – A faculty/staff member who has permission to utilize a Voyager Card. The Reconciler has
ultimate responsibility for any transactions that occur when a card is used by a Delegate.
FOAP – The Banner Fund, Organization, Account, and Program combination from which Voyager Card
transactions are to be paid.
Default FOP – The Banner Fund, Organization, and Program that is set by default for each
vehicle/trailer. A default FOP will be mandatory for each vehicle/trailer. The Reconciler will be
required to reconcile and submit documentation by the required deadlines. Failure to do so will result
in the default FOP automatically being charged and a requirement that the department reassign a new
Reconciler.
ABOUT THE VOYAGER FLEET CARD PROGRAM
Purchase
A Cardholder will use the Voyager Card to purchase fuel or maintenance/repair items for the vehicle
assigned to the card. The Cardholder will be responsible for returning the merchant’s original receipt and
any other required supporting documentation or forms (if applicable) to the appropriate Reconciler.
The cards are only to be used for the designated vehicle/trailer.
Monthly Statements
US Bank will email a university statement to the Card Administrator around the 24th of every month.
The statement will show detailed transactions that occurred on each vehicle/trailer card. This statement
will be divided by the appropriate vehicle/trailer and will be emailed to the appropriate Reconcilers by the
27th of the month.
Approval by Reconciler and Approver
The Reconciler must review the monthly statement for possible violations, appropriate use of University
funds, appropriateness of expenditures, and compliance with University policies. The Reconciler must
take the appropriate action if violations are found (see section on policy violations) or approve the report
if all is in order. The Reconciler and the Financial Manager/Approver are both responsible for all
charges that they approve.
ROLES AND RESPONSIBILITIES
Voyager Fleet Card Administrator
The Voyager Fleet Card Administrator(s) is charged with oversight of the Voyager Card and for
maintaining documentation for Voyager Card transactions for TTU and TTU System. The Administrator
has expertise about the program, the guidelines, and related forms. Cardholders should contact the
Administrator, who will answer questions regarding the program or problems.
Hunter Williams, Unit Manager for Procurement Services
806-834-5729
h.williams@ttu.edu
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Cardholder/Delegate
The Cardholder/Delegate is accountable to make purchases of supplies and services for fleet vehicles in
accordance with the policies established by the University, as well as all federal and state rules.
Cardholders/Delegate responsibilities:
 Ensure that the policies of the Voyager Card are followed, as well as fiscal and
procurement rules;
 Obtain the supporting documentation required for his or her transactions;
 Ensure that each transaction made has a clear business purpose that benefits the University;
 Ensure the documentation is submitted to the Reconciler in a timely manner so that all
deadlines are met by the Department;
 Protect the Card at all times to prevent unauthorized use, and not share or authorize others
to use the Card except as permitted under these rules;
 Immediately report a lost or stolen Voyager Card to the Card Administrator (the
Department is liable for all charges incurred on a lost or stolen Card until the time that it is
reported as such. However, fraudulent charges can and should be disputed. If the Card
Administrator is able to recover fraudulent charges, monies will be credited to the
Department's FOP); and,
 Notify the Card Administrator and the Reconciler of Cardholder/Delegate transfers within
the University or termination from the University.
Reconciler (Primary or Alternate)
The role of a Reconciler is to make a thorough review of all Voyager Card purchases and supporting
documentation submitted in his or her department or area. The Reconciler must confirm that all
purchases are made in accordance with the policies established by the University, as well as all federal
and state rules, and when applicable, any Sponsored Program regulations. A Reconciler may delegate his
or her role to an Alternate Reconciler as long as it is confirmed with the Card Administrator. The
Alternate Reconciler must comply with the same guidelines as the Primary Reconciler.
Reconciler’s responsibilities:
 On a monthly basis, review the statement for all assigned Voyager Cards and take any
appropriate actions for violations (See the section on policy violations) or approve the
reconciliation process;
 Return the monthly statement by email to Card Administrator by the required deadline;
 Ensure that the policies of the Voyager Card are followed, as well as other University
policies, fiscal and procurement rules, and the Procurement Code of Ethics;
 Attach any required transaction documentation to the monthly statement;
 Ensure that each transaction has a valid FOAP and business purpose; and,
 Notify the Card Administrator of Cardholder/Delegate transfers within the University or
termination from the University.
Financial Manager/Approver
The Financial Manager/Approver is required to review every transaction on his or her designated FOPs to
ensure that all transactions have a valid business purpose, and that all transactions are made in compliance
with any University, state, or federal regulations. At all times, the Approver, and ultimately the Financial
Manager if not the same individual, has fiduciary responsibility for any transactions made on his or her
FOP, including the activities of any assigned Delegates.
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Financial Manager/Approver’s responsibilities:
 Monitor transactions of assigned Cardholder(s) for appropriateness and necessity of
purchase;
 Ensure adequate transaction documentation including explanation of business purpose;
 Identify possible violations of assigned Cardholder(s) and report to the Card Administrator
and as necessary, Internal Audit;
 Take appropriate action if violations are found (see the section on policy violations);
 Ensure monthly statements are approved and submitted by the Reconciler to the Card
Administrator by the established deadline; and
 Notify the Card Administrator and the Reconciler of Cardholder/Delegate transfers within
the University or termination from the University
TRANSACTION REVIEW/APPROVAL REQUIREMENTS
The Reconciler and the Approver must review all assigned Cardholders' transactions for compliance. The
following is required:

Ensure transactions have the required documentation.
Transactions must be supported by the documentation required. Any transaction that does not
have the required documentation should be returned to the Cardholder for correction and
resubmittal. Cardholders must provide all original receipts to their Reconciler in sufficient time
to be able to submit the report by the required deadline. Departments may internally require an
earlier due date in order to facilitate the reconciliation process on time.

Review of all transactions for fraudulent charges. Fraud indicators may include any of the
following (these are situations where one needs to be aware but do not necessarily indicate
fraud):
o Same vendor address but different vendor names for various purchases
o Unusual activity for a Cardholder
o Repeated misuse by a Cardholder
o Transactions with missing original receipts or handwritten original receipts
o Altered documentation
o Duplicate charges
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If lack of documentation/timeliness of submittal is an isolated incident:
If required documentation is lost or if the vendor did not provide documentation, the Cardholder
must contact the vendor directly to request it.
If the required documentation cannot be obtained, the Cardholder must prepare a Missing Receipt
form (http://www.depts.ttu.edu/procurement/pcard/pcardforms.asp) and submit it to the Financial
Manager/Approver.
The Reconciler will notify the Card Administrator of Cardholders who do not turn in
documentation by the required deadline. Failing to submit the required documentation by the
required deadline will result in a policy violation.
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Charges on Lost or Stolen Cards.
The department is liable for all transactions made on a lost or stolen Voyager Card before it is
reported lost or stolen to the Card Administrator.
If a Voyager Card is lost or stolen, immediately contact the Card Administrator. The Card Administrator
will then cancel the lost or stolen card and a replacement will be ordered immediately.
OBTAINING CARDS/CANCELLING CARDS
Obtaining a Voyager Card
To obtain a Voyager Card, fill out the Voyager Card Request Form
(http://www.depts.ttu.edu/procurement/fleet/index.asp) and submit the signed application to the Card
Administrator. Each individual Voyager Card will be required to have one default FOP and a designated
Reconciler. An Alternate Reconciler may be designated. The application will have to be signed by the
Financial Manager/Approver (of the default FOP).
Cancelling Voyager Cards
To cancel a Voyager Card, the Reconciler should email the Card Administrator and request that the
Voyager Card be cancelled. The Reconciler will need to provide the last four digits of the card number
and either the property ID number or license plate number for the vehicle assigned to that card.
Request to Change a Reconciler/Alternate Reconciler
In the event that a Reconciler or Alternate Reconciler needs to be changed on any Voyager Card, an email
should be sent to the Card Administrator containing the old Reconciler/Alternate Reconcilers name and
the new Reconciler/Alternate Reconcilers name.
CARD CONTROLS AND LIABILITY
Controls on the Card
Each Voyager Card is set up with the following control parameters:

Vendor Category Code
Each Voyager Card is setup to exclude certain Vendor Category Codes. Only fuel and
vehicle/equipment maintenance items should be paid for on the Voyager Card. All fuel purchases
should be paid for at the pump if possible to avoid the card from being declined.

Inactivity of a Voyager Card
Voyager Cards with no purchase activity for more than twelve (12) months will be reviewed by
the Card Administrator. The Card Administrator will require confirmation from the Reconciler
that the card should remain open. This documentation will be retained on file.
SPONSORED PROJECT CHARGES
Principal investigators are responsible for complying with any purchasing restrictions specific to their
grant. All charges to Sponsored Programs will need to have a statement of benefit to the project. If nonallowable purchases are made, the principal investigator will be responsible for finding an alternate FOP
or reimbursing the University. If you have any questions concerning allowability, please contact
Sponsored Programs Accounting & Reporting (SPAR) at 806/742-2985.
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APPROPRIATE USE OF THE CARD/TESTS OF PROPRIETY
Voyager Card purchases should meet the Tests of Propriety. The following Tests of Propriety are used to
evaluate whether or not the expenditure is an appropriate use of University funds. A transaction must
meet all of the tests in order to be considered proper and allowable.

Is the transaction for official University business?
Personal transactions of any type are not allowed. Personal transactions will be
reimbursed by the Cardholder or the Departmental Card Delegate immediately. (See
Policy Violation section).

Is the purchase appropriate for the University and does it have a valid business purpose?
All transactions must benefit the University. A valid business purpose will support the
transaction’s relevance to the University’s vision and mission. While not every detail of
the University's infrastructure and history need be included, a pithy summary of the key
points and goals will support the validity of the transaction.

Is the purchase allowable on the Voyager Card?
The purchase must be for either fuel or vehicle/equipment maintenance/repair items for
the specific vehicle/trailer that the card is assigned to. A Voyager Card should never be
used for any vehicle other than what it is assigned to.

Is the purchase in compliance with University purchasing guidelines?
The Cardholder, Reconciler, and Financial Manager/Approver should all verify that the
purchase is in compliance with Texas Tech University purchasing and payment policies.

Is the purchase allowable on the associated funding type?
The Cardholder, Reconciler, and Financial Manager/Approver should all verify that the
purchase is allowed on the particular funding type.

Does the purchase follow sponsored program guidelines (if applicable)?
In addition to complying with State and institutional purchasing requirements, the
purchase of goods for sponsored project FOPs must also comply with the following:
 Federal costing principals outlined in OMB Circular A-21, principles for
Determining Costs Applicable to Grants, Contracts, and Other Agreements with
Educational Institutions; and
 Terms and Conditions of the award.
If you have any questions concerning allowability, please contact Sponsored Programs
Accounting and Reporting.
Security Considerations
Please follow these guidelines:

Be very careful to whom you give your credit card and/or credit card number. Do not give
out your account number over the phone unless you initiate the call and you know the
company is reputable.
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Never respond to emails requesting your credit card information or to emails that ask you to
go to a website to verify personal (and credit card) information. These are called "phishing"
scams.
It is not advisable to include your 16-digit Card number on email correspondence. This is
not secure, and the Card Administrator, for example, does not need the account number to
research your account.
Never provide your credit card information on a website that is not a secure site. To know if
a site on the internet is secure, browsers will display a closed padlock in the status bar,
located at the very bottom of the web browser.
If you don't recognize a charge, call the Card Administrator for guidance as soon as
possible. You may be advised to either dispute the charge or have the Card blocked and a
new Card number issued.
Pay attention to emails you receive from the Card Administrator because they contain
important information to help departments manage their program.
Be sure to notify the Card Administrator, via email, of any changes to the Cardholder's
phone # or work email address.
Always notify the Card Administrator, via email, if a Card needs to be cancelled. The Card
should then be physically destroyed.
THE RECONCILIATION PROCESS
Reconciliations will be due on the 10th of every month. Please note that any purchases made after July
24th will be charged to the next fiscal year’s FOPs.
DOCUMENTING TRANSACTIONS
All transactions will require an itemized receipt showing the following documentation:
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Vendor identification (vendor name);
Date of purchase;
Description and quantity of each item purchased (this information may be handwritten on
the receipt);
Cost per item (if available);
Total cost of order; and
Cardholder name and/or card number.
This documentation is strictly for the Reconciler’s own records and does not need to be sent/emailed back
to the Card Administrator.
DISPUTES
If a credit is unobtainable by working directly with the vendor, and 60 days has not elapsed from the end
of the cycle following the transaction date, a formal dispute can be recorded with the Card Administrator
in the following scenarios:
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Unauthorized charges, including unauthorized phone or mail order charges;
Difference in dollar amount authorized and amount charged;
Duplicate charges;
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Actual Cardholder transaction that Cardholder is challenging for some other reason;
Account not yet credited but where the vendor has issued a credit voucher, or said that they
will issue a credit;
Merchandise not received;
Merchandise returned;
Defective merchandise;
Unrecognized charges (if fraud is suspected, immediately contact the Card Administrator so
the card can be canceled and a new one ordered); or,
Altered charges.
DECLINED TRANSACTIONS
If an attempt to purchase goods was made with the Voyager Card and the transaction was declined,
contact the Card Administrator to review the reason for decline.
The most common reason for a declined transaction is the Vendor does not accept the Voyager Card or
the PIN number was entered incorrectly and the card has become locked.
POLICY VIOLATIONS
It is the responsibility of the Reconciler and the Financial Manager/Approver to review transaction
documentation in order to identify possible violations in card use. This review must be conducted for all
transactions in each cycle period.
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If the Reconciler determines that a violation has occurred, he or she must notify the Card
Administrator. The Reconciler will be accountable for all transactions that are processed
under their purview. Repetitive violations occurring under any one Reconciler could be justcause for removing the Reconciler from those duties.
The Card Administrator regularly audits transactions for possible violations and may request
specific documentation to determine if a violation has occurred. Failure to provide
requested information within seven (7) business days will be grounds for card deactivation.
The following items will also constitute policy violations.
SALES TAX ON PURCHASES
Texas Tech University and the TTU System are both exempt from Texas sales tax. Any transaction that
takes place with an out-of-state vendor will include that State’s sales tax on the transaction if the goods
are delivered to an out-of-state location. The University has a standard letter containing the required tax
exemption information needed by vendors:
http://www.depts.ttu.edu/afism/AFISMFormRepository/ProcurementDept/Credit%20Tax%20Letter%20
Updated.pdf.
PURCHASE OF A PROHIBITED GOOD OR SERVICE
The purchase of any good or service contained on the prohibited item list in this Voyager Card Guideline
without approval from the Card Administrator shall constitute a policy violation.
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PERSONAL PURCHASES
The Voyager Card must never be used to purchase items for personal use or for non-University purposes
even if the Cardholder intends to reimburse the University.
CARD ABUSE/EMPLOYEE FRAUD
Any suspected fiscal misconduct or abuse of the card for personal purchases must be reported
immediately to both the Card Administrator and the TTU Office of Audit Services. Reconcilers and
Financial Manager/Approvers are both required to report any suspected card abuse or employee fraud.
NONCOMPLIANT SPONSORED PROGRAM PURCHASES
Purchases on Sponsored Projects funds shall comply with the guidelines herein, terms and conditions of
the award, and the Federal cost principles embodied in Operating Policy 65.08, Direct Charging to
Sponsored Projects and Cost Share Funds. Failure to comply will constitute a policy violation.
PURCHASES ON PROCUREMENT CARD
Any purchase of maintenance or repair items on a Procurement Card, as opposed to the Voyager Card,
must be preapproved by the Procurement Card Office (purchasing.pcard@ttu.edu) before the purchase is
made.
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