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Travel Cards issued by US Bank are special VISA credit cards. They work similarly
to your personal credit cards, except the charges are billed directly to the Cooperative
Extension Service and paid by Financial Services. Extension supports the use of departmental/administrative
UACES employees are expected to make sound business decisions in the best interest
of UACES and always comply with the UACES and State policies and procedures.
Departmental/Administrative Travel Cards (T-Cards) are for business use only!
The departmental/administrative T-Card allows for the purchase of airfare, registration,
lodging, and car rental for individuals traveling on behalf of UACES. This can include
employee, student, and guest travel as long as it is for a valid business trip and
a Travel Authorization has been approved.
The Administrative T-Card is in the name of the individual within a department who
is responsible for the processing of travel related tasks.
PERSONAL CHARGES NOT RELATED TO A BUSINESS TRIP ARE STRICTLY FORBIDDEN. THIS CARD
IS ONLY TO BE USED FOR VALID EXTENSION TRAVEL WHERE THE TRIP TIES TO AN APPROVED TRAVEL
Improper use of the Travel Card will result in consequences ranging from suspension
of card to termination of employment and possible criminal prosecution.
Definitions in relation to the Travel Card (T-Card)
Billing Cycle - The monthly billing period, ends on the 15th of each month.
Cardholder – A person whose name is on a Travel Card and is given authority to make purchases
within preset limits on behalf of UACES.
Cardholder Agreement - The agreement signed by the person whose name appears on the travel card. This
agreement outlines the policies regarding using a travel card and must be signed by
all persons receiving a travel card.
Monthly Spending Limit - A dollar limitation of purchasing authority assigned to the Cardholder for the total
of all charges made during each monthly billing cycle. The monthly spending limit
resets on the 16th of each month.
Administrative Travel Card -A credit card issued to an individual within a department of UACES for the purpose
of making authorized purchases on UACES's behalf. UACES will issue payment for charges
made with the Travel Card.
Receipt/Documentation - A merchant produced or non-UACES document that records the relevant details for each
item purchased including quantities, amounts, and description of what was purchased,
the total charge amount and the merchant's name and address (e.g. sales receipt, original
invoice, packing slip, credit receipt, etc.).
Transaction/Charge Limit - A dollar limitation of purchasing authority assigned to the Cardholder for each total
charge made with the Travel Card.
Obtaining a Travel Card
Maximum Spending Limits on Travel Card
The application is a TRAV-400D template. Please complete and then forward to Financial Services for processing.
The following limits are the maximum amounts allowable for a Travel Card per month. When the Procurement Authorization
is requested, these amounts may be lowered.
Travel Cardholders are responsible for:
Allowable Purchases for Administrative T-Card
The employee whose name appears on the Travel Card is authorized and responsible for
all charges on the card. It is the responsibility of every Cardholder to safeguard
their card and card number against use by unauthorized individuals within or outside
Under no circumstances may the Travel Card be used for items of personal use or Non-Extension
Airfare and registration may be purchased for any traveler for which an approved Travel
Authorization is on file. NOTE: Membership fee may be paid in conjunction with registration fee ONLY if it is
a requirement to purchase the registration, and a justification memo is attached to
NOTE: Local official functions (meals) may NOT be charged to the t-card. Travelers
MUST be in travel status to use the card for an official function.
Unauthorized and/or Inappropriate Card Use
The Travel Card MUST never be used to purchase items that are NOT associated with
a valid Travel Authorization, even if the cardholder intends to reimburse Extension.
The purchase of first class tickets or preferred seating is not allowable without
prior approval. Purchase of a first class ticket or preferred seating without prior
approval may result in the immediate cancellation of the T-card. Alcoholic beverages
may NOT be purchased with the T-Card. A cardholder who makes an unauthorized purchase with a Travel Card, or uses the Travel
Card in an inappropriate manner, will be subject to loss of any authority to retain
or use the Travel Card; disciplinary action up to and including termination; and possible
criminal prosecution and restitution.
Consequences of Unauthorized and/or Inappropriate Card Use
The Travel Card (T-Card) must never be used to purchase items for personal use or
for non-UACES purposes. A cardholder who makes an unauthorized purchase with the T-Card,
or uses the card in an inappropriate manner will be subject to disciplinary action
including possible card cancellation, termination of employment and criminal prosecution.
In cases of inappropriate card use, personal purchases, splitting transactions, purchasing
non-allowable items or purchasing items that should be purchased via a requisition
the Cardholder will received disciplinary action as noted per offense:
If a cardholder has habitual inappropriate use of the T-Card, they will be suspended
from use of the card. The cardholder and their supervisor will be notified by e-mail.
To reinstate privileges, a memo from cardholder’s supervisor giving adequate justification
will be required. Upon receipt and approval of that justification, Financial Services
will establish a time for the cardholder to complete Travel Card on-line training
If a cardholder is suspected of making fraudulent purchases, the cardholder’s card
will be immediately suspended and their supervisor will be notified by email. A further
investigation will be conducted and possible criminal prosecution and termination
of employment may occur.
When purchasing Airline Tickets, the Travel Card may be used to purchase airfare through
a Travel Agency or an internet site in good standing.
If you are ordering over the phone you should provide:
Airfare Returns and Exchanges
What Do I Do With My Receipts?
Whether a purchase is made in person or via telephone, internet, fax, or mail, the
Cardholder is responsible for obtaining purchase documentation from the merchant.
The following types of purchases will REQUIRE receipt documentation.
Airfare: The following information MUST be clearly identified on the documentation:
These documents MUST be given to the administrative person in your department responsible
for completing the T-card paperwork and filing your Travel Claim for expenses related
to trip. The receipts will be sent in with the statement, authorization to pay, and
copies of all authorizations.
Habitual failure to submit documentation may result in the suspension of the card.
US Bank (USB) will bill UACES each month. The current USB Visa billing statement
will be available on the U.S. Bank website for each billing cycle following the last
day of the billing cycle. These periods from the 16th of the month to the 15th of the following month will be known as “billing cycles”. If there are no purchases
during a particular billing cycle, no forms need to be completed. After each billing
period, the Cardholder must verify and correct any fund or organization numbers that
are incorrect on their monthly billing.
Within 5 calendar days after the USB Visa billing statement is available on the U.
S. Bank website, the Cardholder must reconcile the Monthly Activity Log and receipts
with the statement and obtain the appropriate supervisor approval. The Cardholder
should forward the approved monthly activity log and the original receipts to Financial
Services by the end of the month. All purchases for the billing cycle will be charged
to the default fund/org unless the information is revised on the US Bank website.
The Cardholder or designee is responsible for reallocating the fund/org# on the U.S.
Bank website. The cardholder must notify the Accounts Payable Manager if the default
fund/organization coding string is to be changed on any purchases.
If the expense funding/org reallocation is not completed by the deadline, the default
fund/org coding will be used for the distribution of charges. It is imperative that
the Cardholder complete the billing distribution by the stipulated deadline. Payment
transfers from the default coding will be monitored to determine if there is a consistent
pattern of noncompliance.
Disputing a Charge
If the cardholder and the supplier cannot resolve the issue, a Cardholder Dispute
Form must be completed and mailed or faxed to the Travel Card Administrator, Accounts
Payable Manager -LRSO-Financial Services. Regardless of the status of the dispute,
payment will be made to US Bank. Adjustments will be made upon resolution.
Lost, Stolen, or Damaged Travel Card
Post Auditing of Charges
Travel Cards statements and corresponding receipts will be audited by Financial Services.
Internal and Legislative Auditors will also be reviewing T-Card receipts for compliance.