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Card Holder
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Standard Visa Card
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Allows for quick and easy reservations to be made
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Reduces the amount of out of pocket expenses for the
Traveler
No Policies have changed just another form of payment
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Budget Authority
o The person who has authority over the fund that is linked
to the card.
o Responsibilities
• Oversees appropriate use of the card
• Ensures fund has allowable budget for expenses
• Approves funds to be used on card
• Signs off and review monthly electronic statements
within designated time frame.
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Card Holder
o The person whose name appears on the card. The card holder
should only charge expenses to the card for themselves.
o Responsibilities
• Charge only expenses that comply with all guidelines of the
travel card
• Ensure receipts are correct
• Retain original receipts for every expense.
• Ensure that a travel authorization has been created and
approved to go along with the expense charged to the card.
• Review and Sign the electronic statement
• Resolve disputed and fraudulent charges
• Handle refunds and credits on card
• Must attend Travel Card Holders Training
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Card Administrator & Alternate Card Administrator
o This is the person who oversees the travel card reconciliation for the
cards.
o Responsibilities
• Reconciles all expenses charged to the card in the travel card system.
• Ensures that the correct travel authorization is selected and matches
the expenses.
• Reviews and updates fund information in Travel Card System
• Ensures timely statement reconciliation and submission to travel office
• Retrieves card from card holder when they leave the university. Also
ensures all transactions and receipts have been turned in before the
cardholder leaves the university.
• Makes sure cardholder complies with all policies and procedures
• Must attend Travel Card Admin Training
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Grant Officer
o The person who has authority over the grant fund that is in OSP.
Responsibilities
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Oversees appropriate use of the card
Ensures fund has allowable budget for expenses
Approves funds to be used on card
Signs off and reviews monthly statements to the card.
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Travel Expenses for the Card Holder Only
Travel Expenses for Student Group when the Card Holder is
the faculty lead on the group trip and all expenses will be
paid by the Card Holder and nothing will be reimbursed to
the students.
Allowable Expenses
o Airfare
o Registration
o Rental Car
o Lodging – Cost of Room and Tax only
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Baggage
Taxi, Shuttle
Parking Charges at hotel
Gas
Additional Insurance, GPS or Upgrades on Rental Cars
Meals
Additional Banquet charges on Registrations
Someone else's travel expenses
Internet Charges
Seat selection for Airlines
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Airfareo Proof of purchase (original ticket or e-ticket) including flight itinerary,
traveler’s name and the name of the person who purchased the ticket.
o The ticket must be Coach Class unless prior written approval from the
chancellor is attached to receipt.
o If original ticket/e-ticket is not available, an original credit card statement
showing purchase of the ticket and the flight itinerary may be substituted.
o If personal time is attached to the trip you will need to provide a comparison
quote from the same airfare provider for a direct flight on the business
dates.
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If not flying from ILM, must provide justification and comparison quote for
round-trip out of ILM. Will not be reimbursed mileage or extra per diems
more than the amount of the round-trip out of ILM. Please put explanation
in the notes section of the travel.
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Registrationo Original receipt showing payment of the registration fee, any additional
expenses, and the traveler’s name is required.
o A copy of the registration form is required as well. Please print before
you make the charge. The auditors require this, so that they see what
we are paying for.
o Web receipts are acceptable if they include the same information as
above as well as the name of the organization that received the
payment.
o Include a copy of the conference agenda or brochure that shows
whether meals or other expenses were included with the registration
fee. Meals that are part of a registration will be excluded from the
travel reimbursement meal per diem, even if the traveler did not attend.
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Rental Car –
o Rental vehicles require original paid receipts shows $0 balance due.
o You are required to use the University contracted agencies (Enterprise
and Triangle). Upgrades, GPS, extra insurance or fuel are not allowed.
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Lodgingo An original, itemized receipt showing $0 balance due, including the
room rate and taxes per night is required.
o When Express checkout is used the receipt must show a credit card as
method of payment.
o Reimbursement to employees sharing a room with a member of his or
her family shall not exceed the single occupancy rate. If sharing the
room with another UNCW faculty/staff enter the other traveler’s name
and authorization number in the notes section.
o Lodging over the state rate must be justified in the notes section of the
Travel
• i.e. conference hotel, hotel nearest conference, etc.
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LODGING FROM ONLINE THIRD PARTY VENDOR (EX: ORBITZ,
TRAVELOCITY)
o The original online receipt confirming reservation and showing
payment, with breakdown of the cost of the room and taxes each night,
the number of nights and the number of guests.
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Single Transaction Limit is unlimited
Monthly Card Limit is $10,000
o Higher limit must be justified and authorized by Travel Office.
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MCC codes are used to block unauthorized expenses
The following MCC Codes will be unlocked for the travel card
o Airfare
o Lodging
o Rental Cars
o Travel Agencies
o Conferences
If you have a transaction that will not accept the card based on the MCC codes and it is one
of the allowable expenses please contact Travel Office Card Administrator – Sandy Gladden
at either 962-4217 or gladdens@uncw.edu
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Leaving Department
o You can keep your card but please update your card admin, mailing
address for statement and departmental funds if any of these
change.
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Leaving University
o Please notify Travel Office
o Let your Card Admin know so they can reconcile all transactions
before you leave.
o Submit all receipts to your Card Admin
o Turn in your Travel Card to the Travel Office
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Budget Authority, Card Admin, Department Head, Grant
Officer and Travel Office can request to have your card
canceled
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Credits for Airfare
o When you receive a credit for an airfare that you canceled please
add a note in the travel authorization explaining why it was canceled
and what travel in the future that you will use the airfare credit.
o Please make sure that you cancel the ticket before the flight leaves
or you will not be able to receive a credit.
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Refund for Lodging
o When you receive a refund for lodging you will need to add a note
explaining the credit in the travel system.
o When you reconcile the transaction the credit will need to be
charged back to the same fund and account.
o You should have some type of documentation showing what the
refund is for
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Refunds/ Credits for Registrations
o If you have to cancel a registration that was already paid, you will
need to add a note in the Travel System explaining why you
canceled.
o The credit must be charged back to the same fund and account that
was originally charged.
o If only a partial refund was given you will need to provide the
documentation explaining why. You must also put a note in the
Travel Authorization.
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Keep your card in a secure place
Report Lost/Stolen Card immediately to the bank, your card
admin, and the travel office Card Administrator
o Bank 1-888-449-2273
o Travel Office Card Admin 962-4217
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Try to resolve with Merchant first
If unsuccessful, contact Bank of America and complete the
Dispute Charge form in the Travel Card System.
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A fraudulent charge is a charge not made by you.
As soon as you are aware of a fraudulent charge made on
your credit card you need to contact the Travel Office Card
Admin. If it is during the weekend please contact Bank of
America directly and either email or leave a message with
Travel Office Card Admin (962-4217).
The UNCW Police Department will be notified and
immediately complete a report that has to be turned into
the SBI.
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Card holder, Card Admin and Alt Card Admin must attend training
before the card will be issued to the Cardholder.
Only charges for the card holder should be charged to this card.
Make purchases in person, by phone, mail or web.
If charges are made to the card that are not allowed or for
personal expenses they will have to be paid back within 10 days.
If not paid back within 10 days this amount will be deducted from
your payroll check.
What has to be turned in to the Travel Office each month
o Original Bank Statement received from Bank of America
o Electronic Reconciled Bank Statement with all signatures
o Original Receipts & Supporting Documentation for all expenses
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When traveling internationally please send an email to Laura
Gore at gorel@uncw.edu to let us know where you will be
traveling and the dates so we can notify the bank.
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Billing Cycle is from the 16th of the month thru the 15th of the next
month
All transactions must be reconciled and have a travel authorization
linked to the expense.
o Must be a Travel Authorization (No Blanket Travel)
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Original receipts must be submitted with the statement.
o Receipts must have a dollar amount and itemized description listed.
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Cardholder must sign the reconciled electronic statement each month.
Use the Travel Card System to reconcile all transactions. This may be
done anytime during the month before the cut-off. Do not wait until your
statement comes in to reconcile transactions.
Transactions that occur between June 16th and June 20th will be part of
this years transactions and charged to this years budget. Please see
the deadlines for the Jux month dates.
Any transactions that are charged to the credit card that are for travel
expenses for next year’s travel (after Aug 15th) can not be charged to
general funds for this year’s budget. Please either use a trust fund or
wait until after June 20th to charge the transactions.
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100% off all transactions are audited
All signed statements must be turned into Travel Office by
the deadline.
All charges on the statements must have correct supporting
documentation
All items that do not follow the policy and procedures will be
issued an infraction.
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High Severity Infractions
Regular Severity Infractions ( 4 infractions until card
revocation)
o Late statement –less than 30 days
o Missing/Inadequate Receipts
o Additional Supporting Documentation needed
o Not reconciling charges/statement
o Not fixing pending infractions (account codes, etc.)
o Other infractions deemed as Regular Severity Infractions by the
Travel Office
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1st Offense
o Penalty - Freeze Card until infraction is resolved
o Resolution Requirement – Proper Documentation received or
adjustment made
o Advances or Prepaids will not be issued while the card is frozen
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2nd Offense
o Penalty – Freeze Card for 30 calendar days after infraction has
been resolved
o Resolution Requirements – Proper Documentation received or
adjustment made
o Advances or Prepaids will not be issued while the card is frozen
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3rd Offense
o Penalty – Freeze Card for 120 calendar days after infraction has
been resolved
o Resolution Requirements – Proper Documentation received or
adjustment made
o Advances or Prepaids will not be issued while the card is frozen
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4th Offense
o Penalty – Revoke Card permanently
Penalties are determined by the amount of infractions incurred.
Infractions will continuously compile for the entire life of the card.
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High Severity Infractions (3 infractions until card revocation)
o Late Statement – 30 days or more
o Inappropriate Purchase (i.e.: entertainment, food, gift
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card/certificates etc.)
Unintentional Personal use
Charging expenses that are not for the cardholder
Charging expenses to the card when no travel authorization has
been created and approved
Failure to comply with State Contract Terms (without explanation)
Other infractions deemed as High Severity Infractions by the Travel
Office
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1st Offense
Penalty – Freeze Card until infraction is resolved
Resolution Requirement – Documents received, repayment of funds, adjustments
made
o Advances or Prepaids will not be issued while the card is frozen
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2nd Offense
Penalty – Freeze Card for 90 calendar days after infraction has been resolved
Resolution Requirement – Documents received, repayment of funds, adjustments
made. Letter from traveler and budget authority explaining action plan put into place
so this infraction will not be repeated
o Advances or Prepaids will not be issued while the card is frozen
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3rd Offense
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Penalty – Revoke Card permanently
Penalties are determined by the amount of infractions
incurred. Infractions will continuously compile for the entire life
of the card
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the card.
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Critical Severity Infractions (immediate card revocation)
o Intentional Personal Use
o Other infractions deemed as Critical Infractions by the Travel Office
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1st Offense
o Penalty – Revoke Card permanently. Notify Division Head and
University Police
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Penalties are determined by the amount of infractions
incurred. Infractions will continuously compile for the
entire life of the card.
Travel Card Policies & Procedures
http://www.uncw.edu/policies/business.html
 Travel Card Webpage
http://www.uncw.edu/travel/visatravelcard.html
 Travel Card System
https://busaff.uncw.edu/ubusiness/index.cfm
 Step-by-step Guide for Travel Card
http://www.uncw.edu/travel/documents/StepbyStepGuideforT
ravelCard_002.pdf
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Monthly
Statement
Billing
Cycle
Name
Cycle Date
Modification
Cut Off Date
Statements
Available For
Printing If
Approved
Statements &
Receipts Due
To Travel
Office
February
February
1/16 - 2/15
Feb 25
Feb 26
March 3
March
March
2/16 - 3/15
March 24
March 25
March 31
April
April
3/16 - 4/15
April 24
April 25
April 30
May
May
4/16 - 5/15
May 23
May 24
May 30
June
June
5/16 - 6/15
June 24
June 25
June 27
July
July
6/16 - 7/15
July 24
July 25
July 30
August
August
7/16 - 8/15
Aug 22
Aug 23
Aug 29
September
September
8/16 - 9/15
Sep 24
Sept 25
Sep 30
October
October
9/16 - 10/15
Oct 24
Oct 25
Oct 30
November
November
10/16-11/15
Nov 24
Nov 25
Dec 1
December
December
11/16-12/15
Dec 19
Dec 20
Jan 6
All statements are due to the Travel Office by 4:30 PM on above dates.
Cards will be frozen until statement received.
Mail to:
Sandy Gladden
Travel Office Box 5660