Travel Card Policy
Madison College sponsors a business Travel card program for eligible employees who travel
frequently on college business. The intended use is to pay for allowable travel & travel-related
expenses including airfare, lodging, car rental, ground transportation, meals1, conference fees
and miscellaneous travel expenses. The Travel Card program is administered by the Purchasing
Department in association with the Finance Department.
Benefits of the Madison College Travel Card:




Streamlined and integrated payment process for claiming travel expenses through the
expense reporting system. (Coming soon! Paperless, online electronic expense reporting
and approvals in Workday.)
Provides insurance and travel assistance services in the event of travel emergencies (See
US Bank Travel Card Agreement included with your new Travel Card for
details/coverage amounts)
Allows employees to avoid payment for business travel expenses using their personal
credit cards
US Bank Rebate Program for Madison College
The Madison College Travel card is a corporate liability card. Payment will be issued to US
Bank by Madison College for authorized travel related expenses upon submittal of a completed
and approved Expense report from the cardholder.
1
Using a Madison College travel card for meals is only allowed when not claiming per diem.
All Madison College official business travel must be pre-approved by the employee's supervisor
in advance of departure. The employee, and the employee’s supervisor, along with any other
required approving authority, is responsible for ensuring the travel is appropriate and necessary
to the mission, responsibility or duties of the department and the college.
All expense charges must comply with Madison College Travel and Purchasing Policy and
procedures. Any travel funded by external sources such as grants must also comply with the
granting agency’s rules for travel reimbursement as applicable. The Travel Card may not be
used for personal or un-reimbursable expenses.
The cardholder is responsible for repaying Madison College for any non-reimbursable Travel
Card Charges by the statement due date. Failure to repay charges may result in late fees, interest
charges and may result in suspension/revocation of Travel Card privileges as well as possible
disciplinary action up to and including termination of employment.
Eligibility and Application
The Madison College Travel Card is intended for staff having a business need to travel one or
more times per year.
Application requirements are as follows:



Understand and agree to comply with all Madison College Travel Policies and
procedures, including those outlined in the Travel Card Manual and US Bank Cardholder
Agreement.
Complete a Madison College Travel Card Application and Agreement Form and secure
required approval. Forward to pcard@madisoncollege.edu.
Please allow up to two weeks for processing of new Travel Card Applications. You will
be contacted by the Travel Card Administrator to schedule and attend mandatory Travel
Card training prior to receiving your new card for use.
Travel Card Usage Restrictions and Limits
The Travel Card is intended for use with merchants selling travel related goods and services such
as transportation, lodging and restaurants. Cardholders should be aware that their travel cards
may not be accepted by merchants outside of these categories. Changes to monthly limits can be
requested by emailing the Madison College Travel Card Administrator at
pcard@madisoncollege.edu . Requests must include a justification for the increase as well as
approval from your Department Authorized Budget Approver.
Travel Approval Requirements:
1. In-State same-day travel requires approval from your immediate supervisor. You do
not need to file any approval documentation with your expense report.
2. In-State overnight travel requires approval from your immediate supervisor.
Approval documentation needs to be filed with your expense report.
3. Out-of-State Travel requires the approval from your immediate supervisor and the
Vice President for the area prior to any travel arrangements being made or travel
occurs. Approval documentation needs to be filed with your expense report.
4. International travel requires approval of the Madison College District Board in
addition to all other required approvals. Under no circumstances should any travel
arrangements and/or promotion of trip be made prior to obtaining all levels of
approval. Approval documentation needs to be filed with your expense report.
Proper use of the Travel Card (Reimbursable Expenses):
All transactions must be made in compliance with Madison College policies relating to travel
expenditures. Please see Madison College Travel Policy for additional detail.





Air, rail, bus, taxi, and shuttle transportation
Vehicle rentals
Meals (if not claiming a per diem). You should not use the travel card if claiming a per
diem, as you cannot claim both a per diem and the actual cost of meals
Hotel Accommodations (Single room rate) up to the maximum rate established by the US
General Services Administration (GSA). If lodging is at the conference site, maximum
rates may not apply. Please include Conference documentation with your expense report
if claiming a rate higher than GSA maximum. Travel Related Incidentals (hotel Parking,
internet connectivity, business faxes, business phone calls, etc.)
Conference reservations
Improper use of the Travel Card (Non-reimbursable Expenses):
This list should not be considered all inclusive.














Meals, if claiming a per diem
Personal expenses such as in-room movies, childcare costs or kennel costs.
Travel Charges for spouses, family members or friends. For example, extra costs for
additional person(s) in room.
Alcoholic beverages
Personal items and services, e.g., toiletries, Laundry, dry cleaning services, clothing
Non-business related personal activities like sightseeing tours
Payment of traffic citations, parking tickets and other fines
Locksmith charges except when rental vehicles experience mechanical issues
Taxi or shuttle to/from restaurants or sightseeing
Flight insurance, trip insurance, car rental or any other optional insurance related to travel
Extra baggage charges for personal items, such as golf clubs, skis, etc.
Gifts
Late Checkout Charges or Charges for uncancelled reservations
Personal Phone Calls
Cardholder Responsibilities:







Cardholders are expected to exercise good judgement when incurring travel costs.
Cardholders are expected to keep their travel cards in a secure location at all times. The
only person authorized to use the card is the person to whom it is issued. You are not
allowed to loan your travel card to another employee. If you are found to be in noncompliance, your card is subject to suspension or revocation.
Cardholders are required to report lost or stolen Travel Cards, as well as report any
fraudulent card activity to US Bank at 1-800-344-5696. Cardholders should also notify
the Madison College Travel Card Administrator by emailing pcard@madisoncollege.edu
Cardholders are responsible for preparing and submitting their own expense reports per
Madison College policy and procedure for approval by their Authorized Approver by the
date due for each statement period. Payment of Travel Card charges will be made to US
Bank upon receipt of your completed and approved expense report. Unpaid Travel card
balances may result in suspension/revocation of card privileges, wage garnishment and or
disciplinary action up to and including termination of employment. Cardholders are
responsible for retaining and submitting receipts according to travel and reimbursement
policy.
The cardholder is responsible for reimbursing Madison College for any personal expense,
or other non-reimbursable expense. Failure to repay charges for non-reimbursable
expenses may result in late fees, interest charges, suspension/revocation of Travel Card
privileges and possible disciplinary action up to and including termination of
employment.
Cardholder must surrender Travel Card upon request or upon termination of employment
or transfer to another Department.
Respond in a timely fashion to requests for additional information or to participate in
Travel Card audits.
Authorized Approver Responsibilities:






Review of Travel Card Applications and approve or reject based on business need.
Review and approve expense reports to confirm business purpose and reasonableness by
due date. Ensure proper accounting for expenses.
Ensure that expenses are in compliance with spending limits, departmental budgets and
Madison College Travel & Procurement policies.
Approve Travel Card Monthly limit changes subsequent to the initial application process.
Reclaim cardholder’s Travel card upon termination or transfer from the department and
notify the Travel Card Administrator by emailing pcard@madisoncollege.edu or call
(608) 258-2010.
Assist with any Travel Card audits requests related to the Cardholder.
Please contact the Travel Card Administrator in the Purchasing Department with any
questions or concerns regarding the Travel Card Program. Call (608) 258-2010 or email
pcard@madisoncollege.edu.