Group Travel Card policy

Revised:    September 26, 2013

GROUP TRAVEL CARD POLICIES AND PROCEDURES


POLICY

The Group Travel Card gives the cardholder advanced authority for official university-sponsored travel purchases.  It is only to be used for group travel expenses. All transactions including cash advances must be accounted for according to the policies below.

 

Select individuals including employees and non-employee chaperons are eligible to apply for a card as deemed necessary by the appropriate Vice President or designee.  When a card is issued, the cardholder (or group travel leader for chaperons) is responsible for the following:

o  Security and proper use of the card

o  Reviewing the monthly statements for accuracy- including while away from the university for extended periods of time via the internet if applicable

o  Forwarding statements and attached support to the appropriate Vice President or designee for review

o  Forwarding the approved statements and attached support to the Accounting Office in accordance with the following procedures

When a cardholder terminates employment or retires, his/her card will be canceled. When Financial Services becomes aware of a change in cardholder responsibility, the card will be inactivated or closed. An employee may apply for a new card or reactivation by contacting Financial Services. Human Resources is responsible for notifying Financial Services of all terminations, retirements and other position changes in a timely manner.



PROCEDURES

1.    Application forms for a new Group Travel Card are obtained from the Accounting Specialist in 130 Kimball (extension 1991).  Each form requires the signature of the proposed cardholder, the cardholder's vice president or designee, and the Director of Financial Services.

2.    When the card is received by Financial Services from the issuer, the card applicant will be notified that it can be picked up from the Accounting Specialist in 130 Kimball. 

3.    The Accounting Office will provide additional training to the cardholder on proper usage and transaction reconciliation.

4.    Once the cardholder has received his/her card, it should be used in place of other payment methods for university-sponsored group travel. 

5.    The dollar limits for individual purchases and monthly spending including access to cash advances will vary per card as needs dictate and will be subject to the limits of the particular ATM used.

6.    The card must not be used to make personal purchases.

7.    The card should only be used for group travel expenses.  It should not be used for the purchase of office supplies or any expenses not related to the group travel.  A purchasing card should be used for these expenses.

8.    Each cardholder should obtain a receipt or other documentation for each charge to be attached to the monthly statement when received.  This includes accounting for all cash advances that are taken on the card through Automated Teller Machines (ATMs) or any other means.  If the card is used over the phone or by mail where no receipt is available, other documentation and an explanation of the charge should be attached to the monthly statement when it is received.  If a receipt is lost or unattainable, a "Lost or Missing Receipt Affidavit" form must also be completed and included with the statement. This form is available from the Accounting Office.

9.    The balance due on all Group Travel Cards is paid each month by the university with the detail of all transactions provided electronically to the Accounting Office at BYU-Idaho.  In addition, a statement is emailed each month to each cardholder that should be printed and reconciled to.  Transaction history is also available online.  For information on how to gain this online access, contact the Banking Services Coordinator in 130 Kimball (extension 1972). 

10.   Statements are to be reconciled and forwarded to the Accounting Office on a monthly basis rather than held until the group travel or tour is complete.  Each cardholder must verify the validity of all purchases on his/her monthly statement, attach supporting receipts or documents including detail accounting for how any cash withdrawn was used, include a TA/GTE number, sign the statement, obtain the appropriate vice president or designee review and signature, and submit the statement with receipts attached to the Accounting Office on or before the 15th of the month following the statement date.  Failure to meet this deadline may result in the cancellation of the Group Travel Card.  If the cardholder is still on tour when statements are due, an extension will be granted as needed.  It is suggested that a copy of the statement be made and retained in the file of the cardholder or account custodian.

11.   The appropriate vice president or designee has primary responsibility for reviewing the cardholder's use of the Group Travel Card to ensure purchases are appropriate and applicable procedures are followed.  The vice president's or designee's signature on the cardholder's statement is an indication that the review has been performed.

12.   Charges for a particular month will not be recorded in the General Ledger accounts until the following month when payment and processing have been completed.  All charges will post to a single default General Ledger account unless otherwise noted on the statement by the cardholder.  Depending on the timing of when a statement is turned in, charges made to accounts other than the default may not be reflected properly until the following month.

13.   The Accounting Office will ensure that all properly signed and approved statements are received from cardholders.  If the deadline for turning in the statements (15th of the following month) is missed, both the cardholder and the vice president or designee will be notified.  If a statement is not received in the Accounting Office by the last day of the month, the card may be cancelled or the credit limit decreased.  If a card is cancelled, the Accounting Office will review all charges for 75 days prior to cancellation and all charges afterwards.  The Accounting Office will also select several transactions each month for review to ensure proper policies and procedures are followed and that purchases appear appropriate.

14.   If a charge on the monthly statement is disputed by the cardholder (either a wrong amount or unknown charge), the cardholder is responsible to resolve this dispute as he/she would with any dispute on his/her own personal account.

o If the amount is wrong, the cardholder should call the vendor and ask for clarification or a correction of the error. 

o If there is an unknown charge, the phone number on the statement or the back of the card should be called and any instructions received should be followed.

o A notation should be made on the statement by the cardholder for any disputed charge before sending it to his/her supervisor for approval.  The disputed charge will still be posted to the custodian's General Ledger account.  However, the next statement should have a credit or adjustment which will then be posted to the General Ledger account.  The cardholder should watch for any anticipated adjustment and follow through if an adjustment does not appear on the next statement.  If further assistance is needed, contact the Accounting Specialist at extension 1991.

15.   If the card is lost or stolen, the cardholder should immediately call 1-888-449-2273 (inside the U.S./Canada) or 1-509-353-6656 (outside the U.S.).  The Accounting Specialist (extension 1991) should also be notified as soon as possible.

16.   When a cardholder returns from travel and no longer has need of the card for the current group travel, they should contact the Accounting Specialist (extension 1991).   To help prevent fraud, Financial Services will decrease the limit on the card to a minimal amount to keep the card open, as necessary, but prevent the card from being used until it is required for another group travel.

17.   Misuse of the card or failure to adhere to any part of this policy may result in disciplinary action or termination of employment.  

18.   For questions regarding the monthly statement, processing deadline, etc., the cardholder should call the Accounting Office (extension 1997).