State of Arkansas
Henderson State University
Travel Card Program
4000
1234
5697
8900
Karen Spradlin, Travel Liaison
spradlk@hsu.edu
870-230-5890
HSU Box 7531
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State of Arkansas
Travel Credit Card
The travel card, or T-card, is a corporate
credit card issued by US Bank to
individual employees of the state for
state business travel.
This account does not affect your
personal credit record.
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Eligibility
Full-time HSU employee
Overnight travel an average of 3 or more times
per year
Approval by appropriate travel supervisor and/or
travel administrator
Training and assessment
HSU Travel Card Agreement
3
Training Objectives
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Benefits of travel card
Cardholder responsibilities
Compliance
Allowable / Nonallowable charges
Travel Advance Policy Change
Applying for your travel card
Activating your travel card
Registering your travel card
Declined Charges
Viewing & Printing transactions
Viewing & Printing monthly statements
Payment processing
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Benefits of the Travel Card
 Cardholder convenience
 Internet purchases / reservations for
allowable expenses
 Reduce the amount of personal funds that
may be expended
 Reduce the need for travel advances
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Cardholder Responsibilities
 Follow all Henderson and Arkansas guidelines for travel and
t-card. The Travel Card is for the cardholder’s Henderson
State University Official Travel ONLY.
 Security of credit card and account number
Lost or stolen cards –
contact US Bank immediately at 1-800-344-5696.
Also notify the travel card liaison, Karen Spradlin, at 870230-5890 or spradlk@hsu.edu. Failure to notify
appropriate authorities immediately will make the
cardholder personally responsible.
 Endeavor to obtain fair and reasonable prices.
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Cardholder Responsibilities
(continued)
 Requisition entry and approval BEFORE charging to card
 Obtain accurate, detailed receipts for each transaction and
submit all originals in accordance with the Travel Card
Guidelines.
 Submit the travel card reconciliation form and receipts within
5 business days of charge, if paying in advance, or within 5
business days of return to official station whichever is sooner.
Online account access allows viewing and printing of account
activity and statements.
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Cardholder Responsibilities
(continued)
 Monitor travel card account regularly for any fraudulent
charges. Weekly viewing is recommended.
 Activate card
 Register your card online at https://access.usbank.com
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Nontransferable
Travel Credit Cards are issued to individual state employees
who have been approved by their agency.
T-cards are nontransferable.
The cardholder’s name and agency name are imprinted on
the card. Only the employee whose name is on the card
can use the card or account number.
T-cards are to be used for the cardholder’s approved,
official university business travel only . Exception: The
cardholder may charge student group travel if designated as
responsible party.
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Compliance
Since you have been approved for a travel card, the university has confidence
that you will use it appropriately. However, should the situation arise, the
following guidelines will be implemented.
 PERSONAL PURCHASES – immediate restitution and revocation of card
privileges
 INTENTIONAL MISUSE OR ABUSE – card privileges will be immediately revoked
with possible disciplinary and legal action.
 MISSING RECEIPTS –
1ST offense – 30 day suspension of card privileges
2ND offense within 12 months – 12 month suspension of card privileges
3RD offense – card privileges will be revoked
 FAILURE TO ENCUMBER FUNDS before charges are made – possible
suspension of card privileges
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Allowable Charges
Include, but are not limited to,
Airline tickets
Baggage Fees (limit one bag)
Conference registration fees
Emergency supplies (justification required)
Hotel / Lodging - room and taxes only
Meals for student groups (with prior approval)
Parking fees
Postage (justification required)
Rental car
Rental car gas
Shuttle
Taxi
Tips on allowed meals (up to 15% of meal cost)
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Nonallowable Charges
Include, but are not limited to,
PERSONAL PURCHASES
Alcohol
Entertainment
First class airline tickets
Gas for state or personal vehicle
Meals
Movies, laundry or other charges to hotel room
Room Service
Valet
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Travel Advance
Policy Change
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ACA 19-4-1008
Individual travel advances are allowed for up to
50% (instead of 90%) of anticipated meals.
Advances are not allowed for conference or
registration fees, airfare, lodging, vehicle rental,
etc. These items should be charged to a t-card,
the HSU cardless account or direct billed to
Henderson.
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ACA 19-4-904
Universities may provide travel expenses for a group of
students who, when accompanied by an instructor/coach,
travel as a cohesive group. These expenses may include
meals, lodging, transportation, entertainment, within
reasonable limits, to ease the pressure on students of their
objectives, costs of group activities, including gratuities,
laundry, cleaning, and other personal expenses to be paid
from auxiliary funds consistent with … the institutions they are
representing.
Travel Advances for student groups continue to
be allowed at 90% for expenses that are not
charged to a t-card, the HSU cardless account or
direct billed.
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Questions
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Application
Social Security Number –last four digits only
Business Mailing Address – HSU Box XXXX
Mobile Telephone for cardholder
Default General Ledger – account number used most
often for travel
Monthly Requested Limit – default limits are
$ 2500/month and $ 1000/transaction; higher
limits may be requested
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Travel Card Agreement
Signature required when t-card is issued.
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Activating your T-Card
1. Contact U.S. Bank at 1-800-344-5696.
2. Listen and respond to each prompt
a. Enter your 16-digit account number
b. Enter your five digit Zip Code (71999)
c. To activate your account, Press 1
d. Key in the last four digits of your Social Security number
e. Enter your business telephone number, beginning with
the area code.
f. Your account has been successfully activated.
Note: If you have problems activating your account, you will be transferred to a Customer Service
Representative.
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https://access.usbank.com
Please bookmark or save to your favorites in your web browser.
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Registering your Travel Card
All cardholders enter the same organization short name.
Use your first
and last name with no spaces.
(Ex: johndoe)
Click “Register Online”.
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Registering your Travel Card
(cont’d.)
Type in 16 digit card number.
Select the month and year the card expires.
Click on “Register this Account”
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Registering your Travel Card
(cont’d.)
Please read and click on the “I Accept” icon at the bottom of the page to accept the terms of the licensing agreement and continue
the online registration process.
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Registering your Travel Card
Online Registration
Password and Contact Information
Organization Short Name: STAR
User ID & Password
* = required
(cont’d.)
User ID* - first and last name
with no spaces (between 7-12
characters)
Please enter an ID ….
User ID *
Password *
Re-enter New Password *
Authentication
Please select three ….
Authentication Question 1:
Password* - must be 8-20
characters and contain at least one
alpha and one numeric character.
Password cannot be reused for 12
months.
Authentication Response 1: *
Authentication Question 2:
Re-enter New Password*
Authentication Response 2: *
Authentication Question 3:
Authentication Response 3: *
Authentication Question* - Select 3
questions from the drop down
menus and enter responses.
For security, do not share your
password.
This screen continues on next slide.
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Registering your Travel Card
Screen continued from previous slide.
Contact Information
First Name*
Address 1 *
HSU Box
City *
Arkadelphia
Last Name*
M.I.
Address 2
State *
AR
Zip/Postal Code *
71999
Country *
United States
Phone Number *
Fax Number
Email Address *
(cont’d.)
Contact Information
First Name*
Last Name*
Middle Initial
Address 1 * - use HSU Box Number
Zip/Postal Code* - use 71999
Phone Number* - Please use the
number at which you are most
accessible. For most, it is a cell
phone.
Fax Number - optional
Cancel Registration
Continue
Email address* - Please use your
hsu.edu address
Click Continue once you have
completed this page.
*Required fields
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Before you go…
For your convenience, fillable forms to estimate travel costs are available
on myHenderson under the Resources (Employees) tab in the Travel
section:
Travel Cost Estimator – individual
Travel Cost Estimator – Group
Enter requisition using
Vendor # 54013
U.S. Bank (Travel Card)
Check your available credit online
If in charge of student group, have you received authorization for meals?
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Credit Card Declined?
Monthly Limit – Have you exceeded the limit within the
billing cycle? (Billing cycle begins on the 16th of one month
and ends the 15th of the following month.)
One-time transaction limit – Have you exceeded the
transaction limit?
Blocked MCC (merchant category code) – Have you
attempted to use the card at an establishment that may
have a blocked MCC?
Inactive Card – Did you call US Bank at 1-800-344-5696 to
activate the card?
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What is a MCC?
A Merchant Category Code (MCC) is a four-digit
number used by the bankcard industry to classify
suppliers into market segments.
The MCC is assigned by the credit card company
based on the supplier’s primary line of business.
Airlines, restaurants, gas stations, toll booths, etc.
all have different MCC codes.
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Viewing Travel Card Transactions
Log onto access.usbank.com using the Organization Short Name star and the same user ID / password with which you registered
your card.
Your Name Here
Click on Transaction Management
Your Acct#/Name Here
Available credit shown on this screen
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Viewing Travel Card Transactions
(cont’d.)
Transaction Management
Transaction Management
• Transaction List
Account Information
Reporting
My Personal Information
Transaction List
View, review, allocate/reallocate and add
comments to transaction information.
Click on
Transaction List.
View Previous Cycle
Presents the Transaction list for the
previous cycle.
Home
Contact Us
On the next screen enter your account number or name and click search.
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Viewing/Printing Travel Card Transactions
(cont’d.)
Your Acct Number/Name Here
Your Acct Number/Name Here
Use drop down menu to select the billing cycle to
view. “Open” cycle means activity since the last
statement.
Print account activity / credit card transactions
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View / Print Travel Card Statements
1. Click Account Information
2. Click Cardholder Account Statement
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View / Print Travel Card Statements
U.S. Bank Access ® Online
(cont’d.)
State of Arkansas
Account Information
Cardholder Account Statement
Request Status Queue
Active Work Queue
System Administration
Account Administration
Transaction Management
Account Information
• Statement
• Account Profile
Reporting
Dashboard
Data Exchange
My Personal Information
Home
Contact Us
Training
© 20142014 U.S. Bancorp
Card Account Number: ************4530, HENDERSON STATE UNIV GS
Card Account ID: 412095176441
Switch Accounts
Your Acct Number/Name Here
To view a statement, select a cycle and click the "View Statement" button. Please Note: The statement cannot
be used for remittance of payment; it is for display purposes only.
Select Billing Cycle:
03/17/2014
View Statement
1. Use drop down menu to select the billing cycle
to view. Open cycle means the current cycle.
2. Click View Statement button. Statements are
available online the day after the billing cycle
ends. Paper statements should be mailed to
your HSU Box.
R214.10b30.0
col 8
03 -27 -2014 14:15:54 CDT
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View / Print Travel Card Statements
Your Acct Number Here
Your Acct Name Here
(cont’d.)
The statement will
open in a separate
window. Print by
clicking the printer
icon in the top
right corner of the
screen.
Your Acct Number Here
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Travel Credit Card Reconciliation
For all credit card charges, complete this fillable form located on
myHenderson Business-Finance page under the Travel section. Any
reimbursement requests should be submitted on a TR-1.
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Questions
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