Welcome UCA TRAVEL CARD TRAINING Staff Information Jeremy

Welcome UCA TRAVEL CARD TRAINING

Staff Information Jeremy Bruner 450 -3183 Controller Pam Giblet 450 -3182 Project Coordinator AP/Travel Administrator Carissa Castleberry 450 -5024 Travel Supervisor Sandy Nilz 852 -0249 Travel Analyst - Athletics Jordan Kellybrew 450 -3620 Travel Specialist Fax 450 -5319 Travel Administrator

The Sponsored Travel Credit Card • Visa credit card • Issued by US Bank • Official travel business purchases • Responsibility and accountability reside at the department level • Must adhere to State & UCA guidelines and procedures.

Responsibilities The liaison and department manager are authorized and responsible for all charges on the card including transactions made on a lost or stolen card number before it is reported

Responsibilities Continued Individuals entitled to use the card: • Travel card employee • Liaison/Department Head • Full-time employees with approval of the department head

Responsibilities Continued • Attend all required training • Collect valid vendor receipts and credit card receipts • Maintain a Sponsored Travel Card Transaction Log • Reconcile the billing statements • Notify AP of journal entries needed to correct the indexes • Attempt to resolve any disputes with a vendor and/or US Bank. • Notify the Travel Office of lost or stolen card number(s) • Submit documentation five working days after the last day of the card cycle

Credit Limits The initial maximum limit is $5, 000 per billing cycle Travel Office can increase limits as needed

Billing Cycle 16 th of the current month to the 15 th of the following month If the 15 th falls on a weekend or holiday, the cycle will close on the first business day after the 15 th

Lost or Stolen Cards Immediately report any lost or stolen sponsored travel card number to US Bank 1 -800 -344 -5696 24 hours a day, 365 days a year

Travel Card Declines • The Merchant Category Code (MCC) is blocked. • The monthly spending limit has been exceeded. • The single purchase transaction has been exceeded. • There have been fraudulent charge

Travel Card Declines- Continued • Do not attempt to process the transaction a second time. • Contact the Travel Office immediately for assistance during normal business hours. • If the purchase is being made outside normal business hours, the employee must terminate the purchase. o State credit card office closes at 4 pm and observes all federal holidays.

Disputing a Charge • Attempt to resolve disputes. • Immediately notify the Travel Office. • Charges must be disputed within 60 days of the closed billing cycle date in which the charge was placed. • Never accept cash in lieu of a credit to your account.

Monthly Payment The billing statement will be paid in full each month except formally disputed charges

Purchase Order Misconceptions P Card vs. T Card The charges on a travel card are not applied to one PO as they are on a P-Card

Purchase Order Misconceptions Continued The departmental accounts will be debited or credited based on the index number gathered from purchase orders

Travel Requisitions Must be completed and approved for the estimated total cost BEFORE the sponsored credit card is used

Authorized Use Individual Employees Guests of State Student group travel

Employee and Guest of State Expenses • Airline expenses • Registration fees • Lodging expenses (including internet and parking) • Shuttles

Non-allowable purchases First-class airfare and other upgrades- Ex. preferred seating Alcoholic beverages Personal Purchases Meals-Personal meals should be placed on a personal card and requested for reimbursement. Group meals may be placed on a T Card. Non-travel related purchases-This includes memberships! It’s preferred to use your P Card for membership dues that are outside of a conference registration including membership fees.

Vehicle Rental Use the Enterprise link on the Travel webpage. This will charge the UCA Travel Office ghost credit card

Economical Purchases Your chosen method of travel must serve UCA the most economically Considerations: traveler’s time, safety, parking fees, baggage fees, hotel and meals, etc.

Airline Tickets • Purchase at least 14 days prior to travel • Airline tickets to be purchased less than 14 days in advance must have approval in writing from the Travel Administrator before purchasing airline tickets • No first class ticket or other upgrades on your T Card. You may place coach airfare on T Card and upgrade a flight with your personal card, if desired.

Cancelled Airline Ticket • Most of the airline tickets are non-refundable. • Sometimes a portion of the ticket’s value can be used on another trip. • An explanation must be noted as to why the trip was cancelled. • Document what attempts were made to receive credit on behalf of UCA for the unused airline ticket. • The cancelled or voided ticket should be attached to the sponsored credit card log.

Conference And Registration Fees • Memberships are not to be paid on a travel account code. • If a membership must be paid with the registration you may pay with the travel card and do a separate line item to 710101 or a separate PO. • Do not use a UCA card to pay for extras such as t-shirts and sightseeing tours. These expenses cannot be paid with state funds.

Lodging • Credit card authorization must be sent to the hotel for every lodging charge unless prepayment is required • Lodging receipts are to reflect room & tax only, no extras charged to a UCA card!

Hampton Inn-Carrollton 102 South Cottage Hill Road Carrollton, Georgia 30117 Credit Card Authorization Form I, ___________________, give _________________ permission to use my credit card for his/her lodging expenses at the Hampton Inn-Carrollton. Dates of Stay: _________________________________ (Authorization is good for these dates only) Card Type: (circle) AMEX Master. Card Visa Discover Diners Club Authorized Charges: (circle) All Charges Room, Tax and Phone Room and Tax Only Card Number: _________________________________ Expiration Date: _________________________________ Bank Name: (Master. Card or Visa) _____________________________

Credit Card Authorization Form It is recommended to fax the form to the hotel for information security!

Travel Logs The following must be submitted to the Travel Office five (5) business days after the billing cycle ends : § § § US Bank Statement Travel Card Transaction Log Copies of Travel PO’s Original, Detailed Receipts Change of Date Forms Over per diem justifications

Receipt requirements Receipts must list the detail of the purchase in order to be considered adequate documentation

UNIVERSITY OF CENTRAL ARKANSAS Sponsored Travel Card Transaction Log Travel Card Liaison: Pam Giblet Dept: PO# Card No: Financial Accounting/AP 1234 Card Cycle Date: 2/15/2019 to 3/14/2019 Total Cost Accumulat ed Expenses air 21 02/06/12 Expedia-American 3. 00 21 3. 00 air 21 02/06/12 Expedia-American 3. 00 42 6. 00 reg Arkansas Public Health Assoc. 45 02/07/12 annual conference 0. 00 87 6. 00 1, 32 6. 00 xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 1, 32 xxxx 6. 00 Traveler's Full Name P 0012348 Sue Smith P 0012349 Mary Jones P 0012348 Sue Smith City & State St Louis, MO Travel Dates 4/30 -5/3/12 Trans Type Transacti on Date Vendor Name P 0012349 Mary Jones St Louis, MO 4/30 -5/3/12 reg Arkansas Public Health Assoc. 45 02/07/12 annual conference 0. 00 P 0012348 Sue Smith St Louis, MO 4/30 -5/3/12 lodging 02/07/12 Marriott P 0012349 Mary Jones Total St Louis, MO 4/30 -5/3/12 lodging 02/07/12 Marriott Credit Card Statement Total I certify that the above purchases were made for "official business" use only and were purchased in accordance with the policies and procedures set forth by the University of Central Arkansas. Travel Card Liaison: signature Date:

Department Log Reminders Make a separate line on the transaction log for each PO and the amount to be charged For example: Two people of different departments share a room. Each of their PO’s would need to be charged for their portion of expenses.

TR-1’s The following must be submitted to the Travel Office five (5) business days after the billing cycle ends : § § § TR-1’s Copy of Travel PO Original Receipts Change of Date Forms Over per diem justifications

Name of Payee: Marcia Girdler DATE NAME OF TOWN VISITED 03/25/12 03/26/12 03/27/12 Dallas, TX UCA's Travel Expense Reconciliation Form Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO Travel PO Number: P 0012345 PO # or CREDIT INCIDE TOTAL DIRECT CARD HOTEL COMMON RENTAL NOTHE REGISTRAT BILLED PER TOTAL FROM GRAND TOTAL TYPE DAY ROOM CARRIER CAR TALS** R ION FEE (C) TR-1 DAILY EXPENSES 150. 00 250. 0 18. 00 0 credit card * 150. 00 18. 00 credit card * 150. 00 18. 00 credit card * 150. 00 ** 500. 00 1018. 00 72. 25 1090. 25 168. 00 34. 25 202. 25 168. 00 1. 50 169. 50 168. 00 31. 25 199. 25 0. 00 61. 75 0. 00 0. 00 0. 00 ** ** 03/28/12 Dallas, TX credit card * 18. 00 ** 03/29/12 Dallas, TX 01/00/00 01/00/00 01/00/00 credit card * ** 0 * ** 0 * ** 01/00/00 ** * ** 0 0. 00 SUB-TOT EXPENDITURES XXXX 672. 00 250. 00 600. 00 1522. 00 **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests 8)Other (Explain) *Hotel tax rate 12% 0. 00 201. 00 0. 00 1723. 00

TR-1 Reminders • The traveler’s expenses charged to the sponsored credit card should be listed on the third page of the TR-1 or Group Reimbursement form. • Dates and places on the TR-1 and Group Reimbursement form must match the PO. • A Change of Date Memo must be completed if the dates do not match. • POCO to Purchasing if expenses exceed PO by more than 5% • Unless noted by you that a payment is not to exceed a specified amount OR if it’s a standing order needing to be left open • Travel office will confirm any PO closings

Missing Receipts ARE GENERALLY NOT ACCEPTABLE

Loss of T Card Privileges • Not getting Travel Authorization prior to using the Travel Card • Not getting itemized receipts and the credit card receipts. • Not submitting documentation on time • Non-allowable purchases

Sponsored Travel Cardholder Agreement The Sponsored Travel credit card can be used for: • Airline tickets • Hotels • Conference fees An approved travel PO is required before the Sponsored Travel credit card can be used. Must have itemized receipts as well as the credit card receipts. These should be stapled (attached) together. The Sponsored Travel Card Account Number must be kept confidential. The only people authorized to use a Sponsored Travel Card are the department head and the card liaison. The department head and/or liaison are responsible for submitting the US Bank Statement, Sponsored Travel Card Transaction Log, copies of Travel PO’s and supporting documents (detailed receipts) to the Travel Office within five (5) business days after the billing cycle ends. A UCA employee who makes an intentional unauthorized purchase with a Sponsored Travel Card or uses the Sponsored Travel Card in an inappropriate manner will be subject to loss of any authority to retain or use the Sponsored Travel Card, disciplinary action up to and including termination, and/or possible criminal prosecution and restitution. The UCA employee will be expected to reimburse the University for ALL improper receipts and/or items purchased that do not follow UCA and/or State of Arkansas Travel Guidelines. I acknowledge that I have read the rules associated with having a Sponsored Travel Credit Card. I understand the rules and to the best of my ability will adhere to the rules. I also understand that it is my responsibility to keep up with travel changes and realize that all updated information will be on the travel website. ___________________ Liaison’s Name (print or type) Liaison’s Signature ___________________ Department Head’s Name Department Head’s Signature ___________________ Last 4 digits of Sponsored Credit Card Number Date

Subject to Audits Travel Office UCA’s Internal Auditors Division of Legislative Audit DF&A - Department of Finance and Administration IRS Auditors

Questions? THANK YOU FOR COMING!