Procurement Services Corporate Travel Card Training Last updated July 2014

Why are you here? Why are you here? 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 This training will assist you in learning the policies and procedures you must follow when using your Corporate Travel Card. You are responsible for ensuring that your purchases are in compliance with state and university policies and procedures. You are seeking either….. First time application to the program Annual recertification Purpose of this training

Get to know the team Get to know the team 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 –Lauren Katchuk Corporate Cards Administrator, x –Molly Gross Corporate Cards Administrator, x –Customer Service, –Monthly statements, com. 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. Bank of America Card Provider Bank of America Card Provider VCU Program Administrators Procurement Services

Travel Card Basics Travel Card Basics 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 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.

Travel Card Basics Travel Card Basics 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 does VCU offer the Travel Card? 1.To provide a credit card that can be used for VCU travel-related expenses instead 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 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. Who is eligible to receive one?

Travel Card vs. P-Card Travel Card vs. P-Card 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 How does the Travel Card differ from the P-Card? The Travel Card is solely for expenses while on travel status and, unlike the P-card, can be used to book hotels. The Travel Card is in the employee’s name, not in the name of VCU. The Travel Card does not have online reconciliation by a Reviewer because the employee submits receipts for reimbursement

Learn your responsibilities Learn your responsibilities 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 Ensuring purchases comply with VCU policies and procedures, including allowable/non-allowable expenditures 1 Cardholder responsibilities include, but are not limited to 2 3 Submitting expenses for reimbursement 5 days after return from travel Paying the bill each month by the due date regardless if you have been reimbursed for travel expenses

Learn your responsibilities (cont)… Learn your responsibilities (cont)… 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 Personal use of the card for charges not incidental to business, such as movies, utility bill, etc. Improper use of the Travel Card includes, but not limited to: Tardy submission of a reimbursement request without the appropriate approvals Tardy or missed payment of the monthly bill

Know what you can and cannot buy Know what you can and cannot buy 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 The following are examples of charges that may be placed on a Travel Card and submitted for reimbursement: 2. Vehicle Use your travel card to cover ground transportations costs such as: car rentals, vehicle fuel and taxis. 1. Hotels Reserve your room and charge your stay to the travel card. Remember, personal expenses such as mini bar, dry cleaning, movies will not be reimbursed.

Know what you can and cannot buy (cont…) Know what you can and cannot buy (cont…) 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 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 3. Cash Advance 10% of your credit limit per billing cycle (not to exceed $500) The fee is 2 percent or $5, whichever is greater, plus an ATM charge if applicable ATM fees are reimbursable 4. Meals

Know what you can and cannot buy (cont…) Know what you can and cannot buy (cont…) 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 Personal phone calls included on the hotel bill or a spouse dinner included on a restaurant bill are not reimbursable.

Use Christopherson, VCU’s mandatory travel agency, to book all of your air and rail travel. If you use VCU’s agency card instead of your travel card, your department will be charged directly for the travel and you won’t have to wait for a reimbursement. Air and Rail Tickets Air and Rail Tickets 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

Consequences of misuse Consequences of misuse 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 Deliberate or recurring noncompliance or failure to perform required duties may constitute cause for disciplinary action up to and including termination of employment. Failure to comply with established policies and procedures may result in a suspension or revocation of the Cardholder’s card privileges. Please understand the importance of compliance!

Obtain and Activate your card Obtain and Activate your card 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 Send a completed Travel Card Employee Agreement form to the VCU Program Administrators. The form must be signed by you and your Supervisor. Complete training and pass test in Blackboard. Enter application information via Bank of America Works after receiving Welcome . Bank of America processes application within three business days of receipt

Obtain and Activate your card (cont’d) Obtain and Activate your card (cont’d) 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 Follow the directions on the Travel Card to activate the card. 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. PIN numbers for cash advances are mailed directly to you from the card provider. PIN numbers may arrive before the actual Travel Card

Use the card to withdraw cash Use the card to withdraw cash 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 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

Collect all supporting documentation Collect all supporting documentation 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 These records are subject to review by VCU officials and auditors. 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

Submit Expense Report through Chrome River Submit Expense Report through Chrome River 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 Use VCU’s expense reimbursement system, Chrome River, to process your reimbursement to be paid through Banner.. Reimbursement requests should be submitted no later than 5 days after return from travel Access the system and read the FAQs at: VCU Procurement / I Want To / Travel / Get Reimbursed Through Chrome River VCU Procurement / I Want To / Travel / Get Reimbursed Through Chrome River.

Pay the bill Pay the bill 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 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.

Pay the bill (cont…) Pay the bill (cont…) 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 Your statement billing date is around the 15th of each month The statement billing cycle can be found at: Travel_Charge_Card_Program.cfm Travel_Charge_Card_Program.cfm 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. All personal expenses must be paid from the Cardholder’s personal funds when the statement is received and are not reimbursable expenses.

Manage card online Manage card online 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 Registering with CentreSuite through allows Cardholders to: - Access your account information 24/7 - Track current information - Review last 12 months of statements - Print statement information - Pay your bill online Bank of America offers Cardholders a service where they can manage their own travel card account through a third party website called CentreSuite.

Keep personal information current Keep personal information current 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 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.

Dispute a charge Dispute a charge 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 Contact the vendor first to dispute any unauthorized or forced charges. 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. Any disputed charges should be filed within 30 days of the charge.

Learn the grounds for card suspension Learn the grounds for card suspension 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 Past Due Accounts 1.Cardholders payment is delinquent after 61 days, charging privileges will be permanently closed and card cancelled. 2.Payment still delinquent 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. Your Travel Card may be terminated under the following conditions:

Learn the grounds for card suspension (cont…) Learn the grounds for card suspension (cont…) 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 No longer employed by VCU Leave of absence without pay for a month or longer Consistent history of dishonored checks Bankruptcy filing Inactivity As well, if any of the following apply:

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.