Travel Card Program (TCard)

1. Travel Card Program (TCard)

2. What is a Travel Card? • A special Visa credit card issued by the University of Arkansas through UMB to be used for official travel associated with an approved Travel Authorization. Charges are downloaded and paid by the University of Arkansas. • This is NOT to be confused with the personal travel card offered by UMB. You are PERSONALLY responsible for that card.

3. Who is Eligible for a Card? The TCard will be brought up in two phases: Phase 1 To have a card for airfare only, you must meet ONE of the following criteria: • Be the person in the dept. who is responsible for the travel processing for the dept. OR 2. You are an employee who travels via ‘air’ a minimum of 3 times per year.

4. TCard qualifications cont: Phase 2 Phase 2 to include: hotel, meals, car rental, and registration. 1. Employee who travels a minimum of 3 times per year with travel expenses of approximately 2,000 per year will be eligible for a card when Phase 2 is implemented. (6 months away from this phase)

5. Benefits of using a TCard • Time and monetary savings • Internet ordering • 24/7 purchases possible • Freedom of Choice • Additional flight insurance from VISA

6. With Freedom Comes Responsibility

7. Spending Limits • MONTHLY SPENDING- The maximum monthly expenditure limit per card is $5000. Your limit may be increased with approval from the Office of Business Affairs. • Departments are expected to request a limit that accurately reflects an individual’s usage and to perform a monthly review of each cardholder’s transactions.

8. Making A Purchase • Purchasing In Person– The Cardholder takes the TCard to the supplier and verifies the supplier accepts the Visa card. • Phone Orders – The Cardholder may telephone an order to a supplier. • Internet Orders – The Cardholder may use electronic mail to submit an order to a supplier.

9. Allowable Charges • Currently ONLY airfare is allowed to be purchased. This is airfare associated with an approved Travel Authorization in the BASIS system. • If you are not going to be associating the airfare with a valid TA then the TCard is NOT to be used. • NO FIRST CLASS TICKETS

10. Future Uses – Phase 2 • Registration • Rail Transportation • Car Rental • Lodging These items will download as a ‘receivable’ against the cardholder similar to how a travel advance works today. (Only available for travelers whose cards are setup as a receivable – dept. card will not have this feature)

11. University Primary Suppliers Although we do encourage you to continue using our primary airfare suppliers, you are not required to do so. There are benefits that you do receive with our primary suppliers that may not be available via other vendors. For example: with World Wide Travel you also receive an additional $100,000 in flight insurance in the event of an airline disaster.

12. Additional Limitations • Rebates - Any rebates received by the Cardholder as a result of a TCard transaction shall be deposited back into the appropriate departmental account and documentation reflecting the transaction shall be sent to Business Affairs to image into the FYI system. • Promotional type items received as the result of a TCard transaction shall become the property of the University and shall be utilized by the applicable University department.

13. Circumstances for Decline of Card • You have exceeded your designated monthly limit • You attempt to use the card for a blocked merchant category • May be declined if attempting to purchase an international ticket. Please contact Travel Office immediately if this happens so we can call the bank.

14. Cardholder Responsibilities • Complete training and sign cardholder agreement prior to issuance of a TCard • Keep your TCard and account number confidential • Use the TCard for University travel ONLY • Know non-allowable purchases (no first class tickets)

15. Cardholder Responsibilities Cont. You MUST obtain itinerary/receipts for applicable transactions and provide to the departmental person responsible for approving the charges in the BASIS system • No cash refunds for returns • Understand that intentional misuse or abuse of the TCard will result in immediate revocation of charging privileges and possible disciplinary and legal action

16. Cardholder Responsibilities Cont. • Return your TCard to the Travel Office or Credit Card Administrator immediately upon termination of employment or if no longer using the TCard • Report a lost or stolen TCard immediately to UMB at 1-800-821-5184 and then to the Travel Office at 479-575-7951or Credit Card Administrator at 479-575-6279.

17. Lost or Stolen Cards • Must be reported within 48 hours; please report immediately to UMB at 1-800-821-5184 (24 hours a day, 365 days a year). • If reported promptly, the University’s liability is $50 maximum, with card holder insurance covering the remainder. • Notify the Travel Office at the first opportunity during normal UA business hours at 479-575-7951 or the Credit Card Administrator at 479-575-6279.

18. TCard Cycle Reconciliation • All transactions must be approved within the designated monthly cycle and charges reallocated to the appropriate cost center number(s). • An approved Travel Authorization MUST be completed PRIOR to approval of charge. This TA number is required entry when approving the downloaded charge. • All itinerary/receipts must be received in the Business Affairs office within five(5) days after the monthly cutoff date. • NOTE: Regardless of whether an individual approves the charges, UMB will be paid. Charges that have not been approved will be flagged and subject to audit review and possible suspension of privileges.

19. Monthly Transaction Cycle • Begins on the 1st working day of each month and ends at the end of the month. • All charges must be approved by the cut-off date and receipts imaged into FYI within five (5) days after the monthly cut-off date.

20. 3 Quick Ways to Lose Your TCard Privileges • Charges not being approved in the BASIS system • Failure to forward your detailed itinerary/receipts for charges and/or credits so they can be imaged into FYI • Making a personal purchase

21. Consequences of Inappropriate Card Use – 1st offense • Inappropriate Card Use is defined as: not a deliberate act to circumvent Travel policies or regulations in relation to use of the TCard. First Offense will result in the following: • Written warning from the Business Affairs Office • Additional training will be offered

22. Consequences of Habitual Inappropriate Card Use • Suspension of the card • User and TARGET approver will be notified by e-mail • To reinstate privileges: • Memo from user’s TARGET approver giving adequate justification • If approved by the Business Office, user must attend TCard training again

23. Suspected Fraudulent Card Use • Immediate suspension of card • User and TARGET approver will be notified by e-mail • Internal Audit will be notified immediately • Possible criminal investigation and prosecution • Termination of employment

24. TCard Listserv • You will automatically be added to the listserv maintained by the Travel Office. • Please read ALL messages that are placed on the listserv – they are IMPORTANT!!!

25. Need Help? Contact the Travel Office Donna Carter Eric Friend Ph: 575-8414 Ph: 575-4250 Email: dcarter@uark.edu Email: efriend@uark.edu Carol Kilgore Rosa Hatabaugh Ph: 575-7951 Ph: 575-5363 Email: ckilgore@uark.edu Email: rhatta@uark.edu

26. FAQ’s & Forms • Frequently asked questions are available at www.uark.edu/tcard. • Forms, quick reference guides, and TCard cardholder guides are all available at the same website.