Corporate Travel Card Training Presentation

Report
Procurement Services
Corporate Travel Card Training
Internal review only. Last updated April 2013.
V i r g i n i a
C o m m o n w e a l t h
U n I v e r s i t y
Why are you here?
You are seeking either…..
First time application to the program
Annual recertification
You are responsible for ensuring that your
purchases are in compliance with state
and university policies and procedures.
Purpose of this
training
The training will assist you in learning the
policies and procedures you must follow
when using your Corporate Travel Card.
V i r g i n i a
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U n I v e r s i t y
Get to know the team
VCU Program Administrators
Procurement Services
– [email protected]
– Thelma Stockton
Corporate Cards Program
Manager, x84232
– Lena Massie
Corporate Cards Associate
Manager, x83407
Bank of America
Card Provider
– Customer Service,
1-888-449-2273
– Monthly statements,
http://payment2.works.
com.
Always contact the Program Administrators with
questions before reaching out to Bank of
America. We will probably be able to find you an
answer quicker.
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Travel Card Basics
What is the Corporate Travel Card?
Travel Card is an individual liability credit card issued in the
employee’s name and tied to cardholders’ personal credit.
Employees are liable for all
undisputed charges made on the
card and will be billed directly by the
Card Provider. The account will
show on cardholder’s credit
report.
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Travel Card Basics
Why does VCU offer the Travel Card?
1. To provide a credit card that can be used for VCU travel-related
expenses in lieu of using a personal card
2. To provide a convenient means for charging travel-related expenses
or receiving ATM cash as needed for your business travel
Who is eligible to receive one?
The card is issued to classified employees and
full-time faculty who incur significant travel
related expenses as part of their regular job
duties, as approved by a supervisor.
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Travel Card vs. P-Card
How does the Travel Card differ from the P-Card?
The Travel Card is solely
The Travel Card is in the
for expenses while on
Employee’s name, not in the
travel status, and unlike
name of VCU.
the P-card, can be used to
book hotels.
The Travel Card does not
have online reconciliation by
a Reviewer because the
employee submits for
reimbursement.
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Learn your responsibilities
Cardholder responsibilities include, but are not limited to
1
Ensuring purchases comply with VCU
policies and procedures, including
allowable/non-allowable expenditures
2
Submitting expenses for reimbursement
5 days after return from travel
3
Paying the bill each month by the due date
regardless if you have been reimbursed for
travel expenses
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Learn your responsibilities (cont)…
Improper use of the Travel Card includes, but not limited to:
Personal use of the card for charges not
incidental to business, such as movies,
utility bill, etc.
Tardy submission of a reimbursement
request without the appropriate approvals
Tardy or missed payment of the monthly bill
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Know what you can and cannot buy
The following are examples of charges that may be placed on a
Travel Card and submitted for reimbursement:
Hotels
Vehicle
Car rentals, vehicle fuel, taxis
Air/rail
tickets
Optional, can also be booked with a
department P-card, which charges
VCU directly for air/rail only, rather
than waiting for reimbursement
upon return of trip.
Meals
Personal meals (only in travel status),
reimbursed in accordance with per diem
Business meals – note: you can charge
alcohol if there is a valid business
justification, it is reimbursed on local funds,
and you have the appropriate approval.
Cash Advance
10% of your credit limit per billing cycle
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Know what you can and cannot buy (cont…)
Personal phone calls
included on the hotel bill or a
spouse dinner included on
a restaurant bill are not
reimbursable.
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Consequences of misuse
Failure to comply with established policies and
procedures may result in a suspension or
revocation of the Cardholder’s card privileges.
Deliberate or recurring noncompliance or
failure to perform required duties may
constitute cause for disciplinary action up to
and including termination of employment.
Please understand the importance of compliance!
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Obtain and Activate your card
Complete training and
pass test in Blackboard.
Bank of America will mail
cards directly to the
home address submitted
by the cardholder
approximately two weeks
from the date the
application is submitted.
Send a completed Travel Card
Employee Agreement form to the
VCU Program Administrators.
Form must be signed by you and
your Supervisor.
PIN numbers for cash
advances are mailed
directly to you from the
card provider. PIN
numbers may arrive
before the actual Travel
Card.
Enter application information
via Bank of America Works
after receiving Welcome email.
Bank of America processes
application within three
business days of receipt.
Follow the
directions on the
Travel Card to
activate the card.
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Use the card to withdraw cash
Cardholders can easily access
cash at any Bank or ATM
worldwide.
If you forget your pin number while
traveling you can withdraw cash at
the teller window of any Bank of
America with your card and picture ID.
Reviewer
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Collect all supporting documentation
Receipts submitted for reimbursement must be original and
itemized. A copy of the travel charge card statement is not
sufficient supporting documentation.
Check the Supporting Documentation list
to make sure you submit the appropriate
approvals. Failure to include any required
documentation may unnecessarily delay
the reimbursement.
Documentation Requirements for
Travel & Food Expenses
These records are subject to review by VCU officials and auditors.
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Submit Expense Report through Chrome River
Use VCU’s expense reimbursement system, Chrome River, to
process your reimbursement to be paid through Banner.
.Access the system and read the FAQs at:
VCU Procurement / I Want To / Travel / Get Reimbursed Through Chrome River
.
Reimbursement
requests should be
submitted immediately
upon return from
travel, but no later
than 30 days after the
last day of travel.
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Pay the bill
•
You are responsible for the full payment of the travel
charge card bill upon receipt even if you have not been
reimbursed for your travel expenses!
•
Delinquent Cardholders are reported in the Report on
Statewide Financial Management and Compliance which is
published quarterly by Department of Accounts.
•
Any balance past 90 days will be deducted from
Cardholder’s pay check and made payable to Bank of
America.
•
Your travel card payment is first applied to your credit
balance. Once your credit balance is paid in full, your
payment will be applied to the cash balance on your
account.
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Pay the bill (cont…)
All personal expenses must be paid from the
Cardholder’s personal funds when the statement is
received and are not reimbursable expenses.
Any balance outstanding upon separation/termination of
employment (including retirement) will be deducted from
final pay check/leave pay out and made payable to Bank of
America.
Your statement billing date is around the
15th of each month
The statement billing cycle can be found at:
http://www.doa.virginia.gov/General_Accounting/Charge_C
ard/Purchase_Charge_Card_Main.cfm
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Manage card online
Bank of America offers Cardholders a service where
they can manage their own travel card account
through a third party website called CentreSuite.
Registering with CentreSuite through https://payment2.works.com
allows Cardholders to:
- Access your account information 24/7
- Track current information
- Review last 12 months of statements
- Print statement information
- Pay your bill on line
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Keep personal information current
Whenever a name is changed due to marriage, divorce, etc. you must
provide legal proof to Human Resources before the Program
Administrator can authorize the change.
The Travel Card is mailed to the Cardholder’s home
address. Therefore, the Cardholder must
maintain a current home address and phone
number with the Card Provider..
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Dispute a charge
Any disputed charges should be filed within thirty days of the charge.
Dispute any unauthorized or forced charges by the
vendor. If you are unable to resolve a dispute with the
vendor, contact the Program Administrators. Provided the
notification is made within 60 days of the charge, Bank of
America will investigate and assist in resolving the dispute
on the cardholder’s behalf.
If any of those charges appear to be fraudulent, contact the
Program Administrators and Bank of America immediately.
Online Reconciliation
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Learn the grounds for card suspension
Your Travel Card may be terminated under the following conditions:
Past Due Accounts
1. Cardholders payment is delinquent after 61 days,
charging privileges will be permanently closed and
card cancelled.
2. Payment still delinquent 61-90 days, legal action
may be taken to recover the delinquent balance.
Compliance
The first offense of using the Travel card for personal
use could result in revocation of the card.
Note: Cardholders who have their Travel Card revoked for the
above reasons, will not be allowed to receive Travel Advances.
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Learn the grounds for card suspension (cont…)
As well, if any of the following apply:
• No longer employed by VCU
• Leave of absence without pay for a month or longer
• Consistent history of dishonored checks
• Bankruptcy filing
• Inactivity
Congratulations!
You have completed the training portion of the on-line Corporate
Travel Card Training Program.
To complete the test click the back tab and select the
Travel Card Test.

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