Card Systems

West Chester University

201 Carter Drive, Suite 200
West Chester, PA 19383
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Travel Card Practical Guidelines

The following is a listing of some of the practical things you need to know as a Travel Card Program participant.  Just click on the index topic to view the section.

Index
Advantages of the Travel Card Enrolling in the Program
Establishing Spending Limits Activating your Card
Where to Use the Card Unauthorized Purchases
Cardholder Liability Non-Compliance
Reconciling and Reimbursement Disputing Transactions
Personal Use of Account Personal Benefits
Changing Departments Leaving the University
Lost or Stolen Cards Tax Exempt Status

Advantages of the Travel Card

    The Travel Card provides tax exemption, enables segregation of official business travel expenses from personal credit card expenses, and contributes toward potential System rebate programs.

Enrolling in the Program

    To enroll in the program you must be a current West Chester University of Pennsylvania employee who has official and recurring travel needs.  The department manager and the requestor's immediate supervisor must sign the enrollment form.  The Cardholder Enrollment Form is available on the web.

Establishing Spending Limits

    The default spending limit may vary from cardholder to cardholder. 

Activating Your Card

    To activate your account once you have received training, call 1-800-270-7760.  You will be prompted to provide several pieces of data that verify your identity.  Please refer to the document you were provided when you were issued your card for these security indentifiers.

Where to Use the Card

    All vendors that accept VISA will accept the West Chester University Travel Card.  The card may be used ONLY for official business travel. The cards may NOT be used to make personal purchases - despite individual liability for card use.

Unauthorized Purchases

    You may NOT utilize your Travel card account for:

      • Personal Purchases (STRICTLY PROHIBITED)
      • Personal Identification
      • A Cardholder may not use their Travel Card to pay for another employee's travel expenses except when the Cardholder is authorized in writing by the President to incur meal expenses on behalf of others.
      • Any other type of purchase prohibited by law, policy or regulation as referenced in the Purchasing Guidelines or during cardholder training.

    Please reference the full Policy Manual for additional information.

Cardholder Liability

    Individual Liability shall apply to this program. Unlike the Purchasing Card which has Corporate Liability (direct billing to WCU rather than to the individual), the Travel Card has Individual Liability wherein the card provider directly bills the cardholder who must pay the bill and seek reimbursement by filing Travel Expense Vouchers to the Accounts Payable Office.  The Travel Card is issued in the employee’s name, who is primarily and wholly responsible for charges against the Travel Card.  The Cardholder must pay the outstanding card balance before the monthly due date.  Any late charges resulting from late payment are the responsibility of the cardholder.

Non-Compliance

    Non-compliance to the travel card policy or any associated policies, procedures, or documentation will result in revocation of the Cardholder's Travel Card.

Reconciling and Reimbursement

    After returning from the trip, the Cardholder reconciles the charges listed on the Travel Card Account Statement against the Travel Expense Voucher and associated receipts. Travel Card expenses are reimbursed per the "Travel Expense Reimbursement Procedure".  Reimbursement requests need not wait until the monthly billing statement arrives.  Travel Expense Vouchers may be submitted at any time provided receipts accompany the requests, i.e., receipt of reimbursement from WCU may occur before the individual pays the card processor if expense vouchers are promptly and correctly submitted.

Disputing Transactions

    It is the cardholder's responsibility to contact the vendor directly for any transaction they wish to dispute.  If you cannot resolve the dispute directly with the vendor, you may then dispute the transaction in accordance with the instructions on the back of the Travel Card Account Statement.

Personal Use of Account

    (STRICTLY PROHIBITED) Employees may NOT make purchases with travel cards for personal use goods or services, nor may the cards be used to make such acquisitions with the intent to reimburse the University. 

Personal Benefits

    University employees are prohibited from using, for personal benefit, the following promotions and offers obtained in the course of University business travel: frequent flier credits, discount car rentals, hotel promotions, award certificates, bonus flights, reduced-fare coupons, denied boarding compensation, cash, merchandise, or gifts obtained in the course of University business. Any use of these promotions and offers for personal travel violates the Governor's Code of Conduct, and the State Ethics Law.  University Legal Counsel has also ruled that it is a violation of the State Ethics Law to generate frequent flier miles for personal gain when using a personal credit card for University business.

Changing Departments

    If you are a current cardholder and are changing departments, you may keep your current card account if the department manager for your new department approves. 

Leaving the University

    Prior to separation or termination from University employment, the Cardholder shall surrender the Travel card and current receipts to his/her Department Manager.  Upon its receipt, the Department Manager shall forward to Card Administrator the destroyed card (cut in half).

Lost or Stolen Cards

    In the event that you either lose your card or have it stolen, it is your responsibility to notify the service provider immediately by calling 1-800-270-7760.  Prompt action on your part is necessary to protect our program from fraudulent use.  If your card is missing or stolen you must also contact the Card Systems Coordinator (610-430-2602) by email or phone .

Tax Exempt Status

    The Travel cards are TAX Exempt and West Chester University’s Tax Exempt ID is prominently displayed on the card. Your personal charge or credit cards are not tax exempt. The University is not responsible for paying or reimbursing inappropriate taxes.  West Chester University of Pennsylvania is exempt from all excise taxes and Pennsylvania sales tax.  The University's tax exempt ID number is prominently imprinted on every card.  If a vendor needs a copy of the Pennsylvania Exemption Certificate, one can be downloaded here.

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