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.
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. (SAAM 10.50.45(c)) 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 payroll status 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.
- 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.
- University business-related airfare purchased according to 95.07.
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 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-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 the 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 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.
The issuing financial institution assigns each cardholder a credit limit/line on his or her card. The credit line varies based on an individual's credit assessment.
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 any 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 termination of employment.
The department is responsible for:
- 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:
- 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. 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.
If payment is not received by the due date, the issuing financial institution automatically generates a reminder letter which is sent to the cardholder. The next month's statement also contains a reminder.
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. The issuing financial institution sends a reminder letter to all cardholders whose accounts have a balance due.
If full payment has not been 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 another 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.
90 Days Past Due
At 90 days past due, the issuing financial institution may close the account permanently. Once an account has been 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 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 with a copy to the cardholder's department administrator.
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 zero tolerance policy for any personal usage of University Travel Charge Cards.
The following conditions will result in card/account cancellation:
- Cardholder is no longer on the University payroll (e.g. resignation, leave of absence without pay, emeritus faculty, or other nonsalaried appointment status).
- History of delinquent payment.
- History of dishonored checks and/or reversal of electronic payments.
- Use for personal expenses.
- At request of cardholder.
- 12 months with no account activity.
- 12 months without account activation.
If the department obtains the card, the department either returns the card to Travel Services or cuts the card in half. 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 quarterly and randomly monitors charges and payments for policy compliance. Internal and external auditors conduct audits periodically.
Failure to comply with 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:
95.03.7: Travel Charge Card Application
Complete and/or print as needed