WSU Travel Charge Card

Training Objectives Explain the program Explain WSU’s use of the card Explain some details about using the card

OVERVIEW The University Travel Charge Card Program is intended to provide faculty and staff with a convenient means for charging WSU business travel expenses and reduce the University’s costs of administering travel.

JP Morgan Chase / Paymentnet4 State Contract is with: JP Morgan Chase JP Morgan Chase contracts with VISA

Requirements Only official travel related expenses are allowed on the Corporate Card Individuals are required to pay all charges in full every billing cycle Partial monthly payments are not permitted Cardholders are required to notify JPMC in writing within 60 days of receipt of the statement reflecting any disputed charge Cardholder is not responsible for paying the amount in dispute while JPMC is investigating All other charges must be paid in full by the due date

Card benefits & features No need for personal funds for business travel $ common carrier insurance Collision damage insurance for up to the full value of a rental car No annual fee Online statement and payment Customer service 24 hours/ day 7 days/week telephone Credit inquiry not reflected on personal credit records Personal credit not affected by normal use and timely payments

Requesting a card Complete a Travel Charge Card Application Route completed application to the supervisor for approval JPMC approves the application and sends the Visa card to Travel Services Travel Services notifies the applicant by when card arrives

Allowable Purchases University business related travel expenses such as lodging, meals, car rental, fuel for car, ground transportation, conferences registration and miscellaneous travel expenses University business expenses such as photocopying, faxing and internet services while the cardholder is in travel status University business meals, entertainment meals, and candidate meals when the cardholder is or is NOT in travel status University business related airfare

Prohibited Purchases Cash is not available on the card Personal Charges Placing personal or inappropriate charges on the card is a violation of the University’s policy. Such actions will result in the travel card account being closed and/or disciplinary action being taken against the cardholder EMPLOYEES WHO HAVE HAD A TRAVEL CHARGE CARD CANCELLED FOR MISUSE ARE NOT ELIGIBLE TO RECEIVE TRAVEL ADVANCE PAYMENTS FOR FUTURE UNIVERSITY TRAVEL

CARDHOLDER RESPONSIBILITIES Completing the Travel Card Application accurately Ensure that charges on the card comply with University policy Submitting completed and accurate Travel expense Vouchers in a timely manner Securing and protecting the card NOTE: Only the person named on the card is entitled to use the card PAYING THE STATEMENT IN FULL BY THE DUE DATE INDICATED FOR EACH BILLING CYCLE

CREDIT LIMIT JPMC issues each cardholder with a credit limit of $ Card is designed to go 200% over the limit for travel related expenses Limits can be increased on a basis by basis situation

Card/account termination History of delinquent payment History if dishonored checks or reversal of electronic payment Personal use 12 months with no account activity 12 months without account activation At the request of the cardholder

Security Keep the card in a secure location Only the cardholder should have access to the card. No other individual is permitted to use the card

Lost or Stolen Contact JPMC to cancel the card. Call Travel Services to report lost or stolen and order new card New card will arrive in approximately 2 weeks Don’t use the old card if recovered as it will be cancelled

Summary of program NO need to use personal funds for travel Rental car insurance coverage No annual fee Will not impact personal credit when paid timely On line statement and payment Personal liability Card is designed to go 200% over the limit Full payment is required every billing cycle