IUP Travel Card Training Revised 2/16

Purpose of the Travel Card Simplify travel related issues. Reduce amount of paperwork incurred for travel. Cardholders gain the ability to initiate transactions by telephone, fax and the internet.

Training Goals Review Policy Document Review Procedural Guidelines Review PaymentNet Procedures Answer Questions Issue your Travel Cards All documents can also be found on the travel card’s website: www.iup.edu/travelcard

Policy Document Establishes a Travel Card program Defines the responsibilities of the cardholders Establishes spending limits Travel Cards shall be used by University employees who have: attended travel card training received a copy of the University’s Travel Card Policy have signed a Cardholder Agreement Signing the cardholder agreement indicates that you have received a copy of the purchasing card policy and agree to the provision of the policy.

Spending Limits The total cost of a single purchase shall not exceed $1500. Payments shall not be split into multiple transactions to stay within the single purchase limit. Total monthly purchases shall not exceed the monthly limit of $7,500.

Card Uses Use of the card is for official university business only. The card may not be used for personal transactions with the intention of reimbursing the University. The Travel Card shall not be used to purchase any item prohibited by law, policy, or regulation as referenced in the Travel Guidelines or as specified in the Travel Card Policy. The Travel Card shall not be used to purchase personal meals when traveling. Expenditures for breakfast, lunch or dinner in conjunction with a business meeting is permitted when the meal is an integral part of the meeting. Please refer to “PASSHE Expenditures of Public Funds Guidelines, Standards and Limits”

The card may not be used to purchase… Subsistence/per diem Cash advances Gifts or gift certificates Licensed software ( If you have to sign an agreement it is licensed) Telephone calls/monthly service Contractual services Annual contract maintenance Construction and renovation Office Supplies Copying or printing Public advertising Live animals Nuclear materials Alcohol, tobacco products, or controlled substances Weapons or ammunition

Responsibilities Comply with travel limits. Comply with IUP Travel Card Policy and Procedural Guidelines. Comply with timeframes for submission of supporting documentation. Resolve erroneous charges with vendor Retain itemized receipts for card transactions to be submitted with monthly statement. Ensure travel costs are reasonable. Make official University business transactions only. Inform vendors of the University’s tax-exempt status. Obtain a PA Tax Exemption Certificate to be presented at front desk upon check in. Complete monthly expense report

Record Keeping & Reporting Retain the invoice and "customer copy" of all receipts. Verify the vendor lists all activity, describes the transaction, and has EXCLUDED sales tax. Record the transaction and the purpose of each purchase on the cardholders' “Travel Card Transaction Log“. Travel Card Monthly Statements will be available at www.bank of American.com/payment2.works.com Cardholders must review and reconcile their transactions on-line at this same website.

Record Keeping & Reporting The The cardholder must send the following documentation to the IUP Travel Office by the close of business on the 8th business day after the cycle end date each month: Completed Transaction Log Printed copy of their Statement of Account with cardholder and supervisor(financial manager) signatures Original Receipts attached to the Cardholder Statement in the order the transactions appear on the statement. Documentation of Returns or Credits

Record Keeping & Reporting Meal purchases for business meals such as those provided for interviewees, potential donors or visiting officials are permitted only when the meal is an integral part of the meeting. When submitting the paperwork for these meals, you must include the time, date, place, business purpose, an agenda showing the meal is an integral part of the meeting and attendees.

Record Keeping & Reporting Missing Receipt If a Cardholder is unable to locate a receipt, she/he must complete and include the IUP Travel Card Missing Receipt Form. Available at: www.iup.edu/travelcard A separate form must be completed for each missing receipt.

Warning Failure to comply with the specified timeline for review and submission of travel card documentation will be considered a violation of the cardholder privileges and the card may be revoked. Security It is the Cardholder’s responsibility to safeguard his/her Travel Card, passwords, and account numbers. A Cardholder must not allow others to use his/her account number. A violation of this policy will result in that Cardholder having his/her card withdrawn and disciplinary action may be taken.

Disputing Charges The cardholder is responsible to contact the vendor to resolve disputed charges ASAP If the problem cannot be worked out with the vendor, the cardholder is to follow the steps in the “Disputing Transactions” section of the Cardholder Quick Reference Card.

Lost or Stolen Travel Card Immediately Notify Bank Of America Cardholder Support Team at 1-888-449-2273 AND IUP Travel Card Administrator: Tim McCroskey 724-357-6242 If no answer, please call: Chris Patterson 724-357-5567 Lora Lee Bertig 724-357-7701

Separation/Transfer/Termination Prior to separation, transfer or termination from University employment, the Cardholder must surrender the travel card and current transaction log with receipts to the Card Administrator. If a cardholder transfers to another department on campus and will continue to use a card, the cardholder may keep his/her card and the cost center assigned to the card can be changed with authorization from the new financial manger to do so.

Dates to Remember Billing Cycle Cutoff Date Normally the 27th calendar day each month Statement Review and Printing due three business days after cycle end date. Reports due to Accounts Payable/B28 Due five business days after statement review and printing date Refer to Bank of America Settlement Dates