The University Travel Charge Card Program provides faculty and staff with a convenient means for charging WSU business travel expenses and reduce the University's costs of administering travel.
University travelers are encouraged to charge all WSU business airfare to University travel accounts, in accordance with state of Washington travel regulations. The University travel account may be either the department's Central Travel Account (CTA) or a University travel card account issued to an individual. See 95.04. NOTE: University travelers are to charge WSU business airfare to the department's CTA, whenever possible.
University travelers should use individual travel card accounts for all other University business travel expenses, whenever possible. NOTE: Travel charge cards may be used for official University travel expenses only.
University employees on active appointment who intend to travel on WSU business at least one time per year are eligible to apply for a University travel charge card. Applying for and using individual travel charge cards is not required.
University travel charge cards may be used for:
- University business-related travel expenses such as lodging, meals, registration, car rental, ground transportation, and miscellaneous travel expenses. NOTE: A WSU purchasing card is the preferred method of payment for conference/event registrations. See 70.08.
- University business-related expenses, e.g., photocopying, faxing, etc., while the cardholder is in travel status.
- University business meals, entertainment meals, and employee recruitment meals when the cardholder is or is not in travel status. To request reimbursement, the cardholder must submit State of Washington Invoice Vouncher when not in travel status (see 30.45), and submit a Travel Expense Voucher (TEV) when in travel status (see 95.20).
- University business-related airfare purchased according to 95.07. NOTE: University travelers are to charge WSU business airfare to the department's CTA, whenever possible. See "Requirements" above.
Cash access is not available on the card.
Personal charges are not permitted on the card. Placing personal or inappropriate charges on the card is a violation of the University's policy. See 20.37. Such actions may 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 or nonpayment to the issuing bank are not eligible to receive travel advance payments for future University travel-related expenses.
CARD BENEFITS AND FEATURES
A University travel charge card provides the following benefits and features:
- Acceptance at 16 million merchants worldwide;
- No need for personal funds for business travel;
- $500,000 common carrier insurance;
- $1250 lost or stolen luggage insurance;
- $1000 hotel/motel theft 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 1-800-270-7760;
- Credit inquiry not reflected on personal credit records. Personal credit not affected by normal use and timely payment of the University travel charge card.
REQUESTING A CARD
Complete a Travel Charge Card Application to request a University travel charge card. Obtain copies of the form by completing and printing the PDF master on 95.03.7.
Route the completed application to the requester's supervisor for approval.
Submit the approved application to Travel Services; mail code 1025.
If the issuing financial institution approves the application, the institution sends a Visa charge card for the applicant to Travel Services. Travel Services notifies the applicant by e-mail when the card arrives.
All travel charge cards have a standard limit of $3500. Contact Travel Services to request a limit adjustment; telephone 509-335-2034.
The traveler/cardholder is responsible for:
- Completing the Travel Charge Card Application accurately.
- Ensuring that charges on the card comply with University and state policies.
- Submitting completed and accurate Travel Expense Vouchers (TEVs) in a timely manner. See 95.20.
- Paying the travel card statement balance in full by the due date indicated on the statement.
- Securing and protecting the card.
NOTE: Only the person named on the card is entitled to use the card and that person is liable for the charges on the card.
- Immediately notifying the issuing financial institution of a lost, stolen, or damaged card; suspected fraud; disputed transactions; and address change; telephone 1-800-270-7760.
- Returning the card to the department or the University Travel Charge Card Administrator in Travel Services immediately upon request or upon separation of employment.
The department is responsible for:
- Ensuring that the employee travels more than once per year to warrant the use of a travel card.
- Approving the Travel Charge Card Application.
- Encouraging employee awareness of the travel card program.
- Reviewing, approving, and submitting completed TEVs in a timely manner. See 95.20.
- Assisting the University Travel Charge Card Administrator to ensure compliance with travel charge card policies.
The card provider is responsible for:
- Producing Visa travel charge cards and maintaining the accounts.
- Generating billing.
- Assisting in dispute resolution.
- Following up on past due accounts.
University Travel Charge Card Administrator
The University Travel Charge Card Administrator, in Travel Services, is responsible for:
- Providing card use instructions to employees at the time travel charge cards are issued.
- Coordinating the University Travel Charge Card program.
- Processing applications.
- Providing information and training to employees upon request.
- Monitoring cardholders' charges and payment status.
NOTE: The University reviews accounts on a quarterly basis and takes appropriate action if University and state policies are not followed.
- Cancelling the individual's account upon separation of employment. See below.
The individual cardholder is personally responsible for paying all charges on the card.
Statements close on the first business day of the month. The account is due in full 25 days after the statement close date. (This date is indicated on the statement).
The account is not a revolving credit account. Partial monthly payments are not permitted.
Cardholders are to try to resolve disputed transactions with the merchant first.
Visa regulations require that the cardholder notify the issuing financial institution in writing within 60 days of receipt of the statement reflecting the disputed charge. Any response received after the 60 days time frame may result in the inability of the issuing financial institution to assist a cardholder with the dispute.
A cardholder is not responsible for paying the amount in dispute while the issuing financial institution is investigating. The cardholder is obligated to pay the remaining balance by the due date.
Delinquency and Collection Actions
Issuing Financial Institution
The collection process begins as of the due date noted on the statement.
If full payment is not received by the next statement close date (i.e., the first business day of the next month), the issuing financial institution sends the statement out with a reminder printed on the statement itself.
At this time, the issuing financial institution may contact the cardholder by telephone.
60 Days Past Due
At 60 days past due, the issuing financial institution may suspend the account from accepting new charges and may assess a late fee of 1 percent of the card balance.
90 Days Past Due
At 90 days past due, the issuing financial institution may close the account permanently and may assess a late fee of 1 percent of the card balance. Once an account is closed, it may not be reinstated.
The issuing financial institution may send a demand letter to the cardholder requesting payment in full within 30 days.
Over 120 Days Past Due
The issuing financial institution may assess a late fee of 1 percent of the card balance and refer seriously delinquent accounts to collection agencies for further collections, which may include credit bureau reporting.
Washington State University
The University Travel Charge Card Administrator's involvement in the collection proceedings continues throughout the process unless or until the cardholder has made arrangements that are satisfactory to the issuing financial institution.
60 Days Past Due
At 60 days past due, the University Travel Charge Card Administrator sends an e-mail to the cardholder regarding the past due balance.
90 Days Past Due
At 90 days past due, the University Travel Charge Card Administrator sends another e-mail to the cardholder and may copy to the cardholder's department administrator, HRS, or the Internal Audit office.
Because the card is issued by Washington State University for University business travel expenses, the University may cancel the card account for misuse and/or payment delinquency. The University maintains a strict policy for any personal usage of University travel charge cards.
The following conditions must result in card/account cancellation:
- Cardholder is no longer on appointment with the University.
- At request of cardholder.
- 12 months with no account activity.
- 12 months without account activation.
The following conditions may result in card/account cancellation:
- History of delinquent payment.
- History of dishonored checks and/or reversal of electronic payments.
- Use for personal expenses.
If the department obtains the card, the department either returns the card to Travel Services or destroys the card. If the department destroys the card, the department is to route an explanatory memorandum or e-mail to Travel Services.
Processing Travel Expenses After Cancellation
If an individual's card is cancelled by the University or the issuing financial institution for misuse or delinquency, the department may place his or her business airfare charges on the department's CTA account, if consistent with department policy. The traveler must pay for other travel expenses personally.
The traveler claims reimbursable expenses on a TEV when travel has been completed. See 95.20.
The University Travel Card Administrator monitors charges quarterly for policy compliance. Internal and external auditors conduct audits periodically.
Failure to comply with this policy may result in disciplinary action.
In accordance with the Public Disclosure Laws all expenses charged to WSU travel charge cards are a matter of public record. See 90.05.
See the PDF master form:
95.03.8: Travel Charge Card Application
Complete and/or print as needed