Travel Card
Agreement Online
Todd Webber
Email
Contracts Manager
(570) 484-2019
Becky J. Proctor Email
Purchasing Supervisor
(570) 484-2010
Kelly Hibbler Email
Purchasing Agent/Contracts Specialist
(570) 484-2015
Lorie Smith
Email
Purchasing Agent/Travel
(570) 484-2701
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Lock Haven University Travel Card
Policies & Procedures
Guide for Cardholders
The travel card is a University credit card used only for
all
official business travel on behalf of the University. It
replaces hotel/transportation orders and purchase
requisitions related to travel. The card may not be used
to purchase goods or services or for personal purposes.
Travel & State Car Reservation Request and Authorization
Forms must still be completed prior to the date of
travel as currently required.
A. Obtaining a Travel Card
- A travel card is issued to:
a) all management employees and faculty,
b) AFSCME employees who are in travel status four or
more
times a year.
- Cardholders must use the travel card for all
allowable travel
expenses not paid in cash or with a personal credit
card.
- To obtain a travel card an employee must:
a) provide address and Social Security number to travel
card company (done on employees' behalf by the
Purchasing Office),
b) receive training from a Purchasing staff member. No
card
will be issued until training is completed,
c) sign a document stating that he/she has received
training and
is aware of the travel card policies, including
acceptance of
personal liability.
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B. Employee Liability
- The travel card is issued in the employee's name.
- The employee is primarily and wholly responsible for
charges
against his/her travel card.
- Credit limits are established by Lock Haven
University in
conjunction with the travel card company.
- At the end of each month, the employee receives a
statement from the travel card company listing charges
against
his/her account.
- The employee is responsible for:
a) reviewing all charges against his/her account,
b) paying total balance due before the due date, and
c) signing and safeguarding his/her travel card.
- If an employee's account becomes delinquent (an
uncontested
balance 60 days past due), the employee is subject to
loss of travel card privileges.
- Use of the travel card by anyone other than the
person to whom the card is issued is prohibited.
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C.
Use of Travel Card
- The travel card must be used to pay for the
following expenses
unless the vendor does not accept the credit card, the
employee
pays in cash, or the employee uses his/her personal
credit card:
a) transportation,
b) lodging,
c) conference/registration fees, Out-Service-Training
registrations and
d) other related travel expenses, e.g., subsistence.
- The travel card may not be used to purchase gasoline
for an
employee's personal vehicle. The employee will be
reimbursed the per mile rate as set forth in the Board
of Governors'
Travel Policy.
- Executive employees who either are assigned a
vehicle or
reimbursed for a leased vehicle according to the
Executive Vehicle Policy may use the travel card for
gasoline purchases for the assigned or leased vehicle.
- Meals may be charged to the travel card and will be
reimbursed in accordance with the Travel Policy.
- An employee who is authorized to incur meal expenses
on behalf of others may use the travel card to pay for
such meals.
- Miscellaneous reference materials such as books,
tapes, and videos available for purchase at
seminars/conferences may be charged to the travel card
and will be reimbursed if approved by the employees'
supervisor. These are the only goods that can be charged
to the travel card.
- Incidental business expenses, incurred while in
travel status, such as copies, faxes, and postage may be
charged to the travel card and will be reimbursed if
approved by the employees' supervisor. Business meeting
expenditures such as equipment rental and conference
room charges must be made in accordance with procurement
policies and may not be
charged to the travel card.
- The only times the travel card may be used for
personal purposes are:
a) Hotel costs - Personal costs incurred while
staying at
a hotel such as personal phone calls, and safe fees may
be charged to the travel card but will not be
reimbursed. Charges for laundry and dry cleaning may be
charged to the travel card but are reimbursed only in
accordance with the Travel Policy,
b) Conference related costs - Personal costs
related to
the conference such as spouse/guest registration fee and
entertainment/evening events specifically associated
with the conference may be charged to the travel card
but will not
be reimbursed.
- The travel card may not be used to purchase gifts,
souvenirs, or
any other personal item not previously mentioned.
- If a hotel or transportation carrier does not accept
the travel card, hotel/transportation orders are
available from the Purchasing Office.
- An employee may not use his/her travel card to pay
for another
employee's expenses.
- The employee is prohibited from using the travel
card for
cash advances.
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D.
Sales Tax
- Each travel card will be marked tax-exempt. For the
University,
tax-exempt means that the office does not pay:
a) Pennsylvania sales tax, or
b) local hotel rental tax for hotels located in
Allegheny, Clinton, Delaware, Montgomery, and
Philadelphia counties.
- Employees should be aware that hotels charge an
occupancy tax, which is different from sales tax. The
State System is not exempt from occupancy tax and is
required to pay this tax.
- The employee should remind vendors of the office's
tax-exempt status.
- If an employee chooses to pay his/her hotel costs in
cash or with his/her personal credit card, the employee
will not be reimbursed for sales tax assessed.
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E. Reimbursement Requests
- All costs will be reimbursed in accordance with
Travel
Expense Regulations.
- The employee must:
a) request reimbursement using a travel expense voucher,
b) submit travel expense voucher within 30 days of
travel, and
c) attach all receipts, as required.
- The employee does not need to attach a copy of
his/her monthly travel card statement to the travel
expense voucher. Purchasing will receive a copy of
each employee's travel card statement directly from the
travel card company.
- Payment of the travel expense voucher will be made
no
later than 10 business days following receipt in the
Accounts Payable Office.
- An employee who submits his/her reimbursement
requests as
outlined above should receive the funds available to pay
his/her
credit card bill before the due date.
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F. Travel Card Violations
- Purchasing will review employee charges
against travel
cards on a monthly basis.
- If an employee violates any of the travel card
policies, e.g., using the travel card for personal
purchases, the employee will be given a written notice
from the Vice President of Finance, Administration, and
Technology.
- If the employee violates any of the travel card
policies a
second time:
a) the employee must surrender the travel card to
Purchasing,
and
b) the travel card will be canceled.
- An employee who loses his/her travel card privileges
must request travel expense payments through the
requisition process.
- An employee who loses his/her travel card privileges
may reapply after one year. The employee must complete
the steps in Section A - Obtaining a Travel Card.
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G. Delinquent Accounts
- Each cardholder must pay his/her total balance due
before the due date.
- An account that has an uncontested balance over 60
days past due is considered delinquent.
- If the employee has a delinquent account, the
employee will
be given a written notice from the Vice President of
Finance,
Administration, and Technology.
- If the employee's account is delinquent a second
time:
a) the employee must surrender the travel card to
Purchasing,
and
b) the travel card will be canceled by Purchasing.
- An employee who loses his/her travel card privileges
must request travel expense payments through the
requisition process.
- An employee who loses his/her travel card privileges
may reapply after one year. The employee must complete
the steps in Section A - Obtaining a Travel Card.
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H.
Lost/Stolen Travel Card
- An employee must notify the travel card company
immediately of a lost or stolen travel card. The travel
card company will cancel the travel card and issue a new
card.
- An employee also must notify Purchasing immediately,
or by
the next business day when appropriate, of the travel
card cancellation.
- Any fraudulent charges against the lost or stolen
travel card
will be handled in accordance with the travel card
company's policies.
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I.
Termination of Employment
- Upon termination of employment, the cardholder must
surrender the card to the Purchasing Office.
- Purchasing will cancel the travel card.
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I. Exceptions
- The President or designee must approve any exception
to this
travel card policy.
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Travel Card Agreement
Online
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