Trip Card Program Student Group Travel

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Presentation transcript:

Trip Card Program Student Group Travel

Is a Trip Card the Answer? YES When it’s truly student travel. When more than one student is traveling. When a TWU employee is traveling with the students. NO A student is traveling by herself. The students are traveling as TWU employees rather than students. Even if they’re student employees.

How to Receive a Trip Card Complete the Request for Trip Card form. Request at least 10 business days before trip begins. International trips require a 20 business day lead time. Accuracy matters. E-mail the request form to travelcards@twu.edu Receive email confirmation Five days before trip – look for e-mail regarding pickup. Traveler must pick up card in person and present photo ID. Traveler will need to create PIN using provided instructions.

Allowed Baggage fees Hotel costs – employee and student Meals – employee and student Parking Taxis/Shuttles/Lyft/Uber/Buses Incidentals Tickets/Admission costs Gas for rental cars Rental cars All TWU employee chaperone expenses

Be mindful of this while traveling with a Trip Card. Disallowed Personal Items Hygiene, reading material, medicine Alcohol Weapons/ammunition Not many types of purchases will decline. This is to make sure all possible needs of our students are covered. This also means it’s easy to make disallowed purchases. Be mindful of this while traveling with a Trip Card.

Troubleshooting Charge is declined Have a Plan B Try again Be certain to use the correct PIN At a gas pump? Use correct zip code. Still declining: During business hours? Call the Travel Coordinator at 940-898-3359. Outside of business hours? Call Citibank at the number on the back of your card. Outside of business hours and Citibank can’t help you? Text the emergency number on the information sheet provided when you picked up the Trip Card. Have a Plan B We will do our very best to make sure the card will work in your situation, but never travel without a backup plan. If you use personal funds, you will be reimbursed asap via Check Request once you return.

After the Trip Destroy the card. Complete reconciliation in GCMS. Submit reconciliation and receipts within 7 business days of the last day of the trip. All receipts are required, and they must be itemized. Failure to follow proper procedure could affect your ability to use a Trip Card in the future.