wwu department travel card online training
TRANSCRIPT
DEPARTMENT TRAVEL CARDONLINE TRAINING
Department Travel Card Online Training
Welcome to the Department Travel Card Online Training
• As part of the training, participants are responsible for understanding the University and State travel policies and procedures included in this training.
• At the end of the training there is a short quiz. Answer all the questions, including your name, department, and email address.
• If you have any questions or problems with this training, call the Card Administrator at ext. 2080 or email us at [email protected].
• Once you obtain your Department Travel Card, you may use this online training as a refresher course at any time.
What is a Department Travel Card?
• Department Travel Cards are set up for departments to use to make authorized travel arrangements.
• They are to be used only to purchase airfare, rail/bus fares/charters, hotel/lodging, vehicle rental and conference registration.
• Purchases are tied to the department budget and are charged as such.
• The cards are issued in the name of a University staff member who will become the authorized Department Travel Arranger.
What are the Benefits?• For the Traveler:
– No more out-of-pocket expenses
– No more waiting for reimbursements
• Department’s convenience in making travel arrangements for:
– Faculty and staff
– Prospective employees
– Guest speakers
• Ease of reconciliation for end users
How can the Department Travel Card be used?
• Online Reservations: Print confirmation sheet as your receipt.
• Phone Reservations: Request receipt be faxed or emailed to you.
• Mail-in Reservation: Keep a copy of your mail-in form as your receipt or request a confirmation receipt be faxed or emailed to you.
Note: Department card is not to be used for in person purchases.
Department Travel Card Purchases
Allows departments to charge ONLY:
• Airfare
• Rail/Bus Tickets/Charter Buses
• Hotel/Lodging
• Conference/Registration Fees
• Vehicle Rental
Department Travel Card Resources
• The Department Travel Card is the preferred method when making travel arrangements for efficiency and easy reconciliation.
• Department Travel must be in compliance with:
– University Travel Policy POL-U53481.10
– State Administrative & Accounting Manual (SAAM)
• Chapter 10 – Travel
• Chapter 45 – Purchase Card
– Department Travel Card Guidelines
Department Travel Card & TEM System
• Prior to making any and all travel arrangements, an approved Travel Authorization or documentation to evidence the approved travel must be on file prior to making travel arrangements and processing payments.
• Refer to the Travel & Expense Management (TEM) website on how to process a Travel Authorization.
• All travel expenditures placed on the Department Travel Card must be entered into the TEM system as a non-reimbursable expense.
Roles and Responsibilities• Financial Manager approves the participation of
Department Travel Card.
• Budget Authority may also be the Approving Official; they supervise, administer and monitor the Department Travel Card program, and provide budgetary and compliance oversight for the Department Travel Card program.
• Reviewer/Account Reconciler may also be the Travel Arranger. Administers and controls the use of the Department Travel Card.
Roles and Responsibilities (cont.)• Reviewer/Account Reconciler may also be the Travel
Arranger:– Ensures security of the card– Retains and maintains travel documents/receipts for six (6)
years– Ensures application/agreement are accurate in file– Ensures purchases are travel related and in compliance– Notifies the bank and card administrator immediately if the
Department Travel Card is lost, stolen, or compromised to eliminate department liability for any charges incurred as a result
– Reviews and reconciles transactions using the online payment system
– Ensures travel authorization is approved prior to making travel arrangements
Roles and Responsibilities (cont.)• Budget Authority may also be Approving Official:
– Develops internal written procedure(s)– Responsible for implementation of department
procedure(s)– Assigns Department Travel Card roles within the
department– Ensures travel is for official University business– Approves and reconciles all transactions on the online
payment system– Requests new Department Travel Card as needed– Requests changes to existing Department Travel Card– Ensures each role is performing their duties accurately
Booking Airfare• Airline tickets must be purchased according to
State of Washington regulations. Use of State contract agencies are recommended.
• Benefits of State Contract Airfares:– Refundable– No advance purchase– No minimum stay or penalties– Our local state qualified agencies are:
• Bellingham Travel Agency, (360) 733-1270 or (800) 869-7065
• Travel Leaders, (425) 787-6388
– Be sure to let the travel agent know you are a State employee
Booking Airfare (cont.)• To allow all appropriate means for making and
paying for travel arrangements in the most cost-effective and efficient manner, airfare no longer has to be purchased through a contract travel agency or directly with the airline. The contract is available for use as a convenience.
• If airfare purchase is made with a third party agency, i.e., Expedia, Travelocity, etc., then the Travel Arranger must reconcile final receipts to include the traveler’s boarding pass.
Vehicle RentalEnterprise Rent-A-Car holds our current State vehicle contract, #03710
• Each department can now set up with their own unique Enterprise account number that is attached to the department travel card for payment.
• The account number must be provided when making reservation for a rental vehicle to ensure the rental is placed on the department travel card.
Hotels/Lodging• Rates must be within the State per diem amounts
specified for your destination city unless one of the exception rules apply to your situation.
• Finding the proper per diem rate for your destination is available on the Travel Services website.
• A copy of the hotel/lodging checkout statement must be provided to the Department Travel Card Reviewer and kept on file with records.
Reconciliation• Department Travel Card transactions are
reconciled through JPMorgan PaymentNet System.
• The default Account Code is E399 and must be changed to an appropriate Account Code to ensure correct assignment of travel charges.
• All transactions must be reviewed and approved.
• Transactions are downloaded to Banner weekly and monthly. Transactions must be reviewed and approved by the monthly download deadline.
Supporting Documents• Each transaction must be supported with proper
documentation:
– Airfare itinerary; change fee (if any)
– Hotel/lodging statement
– Rental car agreement
– Train/rail itinerary
• Any document that supports evidence of purchase. Documents must contain:
– Purchase date(s)
– Travel/use date(s)
– Amount(s)
– Merchant name(s)
Supporting Documents (cont.)• Traveler responsibilities:
– Obtain supporting documents
– Submit documents to card reconciler immediately
– Submit documents to reconcile prior to the monthly download
Department Travel Card ContactsCard Services Travel Services
Brenda Ancheta(360) [email protected]@wwu.edu
Services:• Request for Department Travel Card• Changes to profile• Deactivate/close account• Policies and procedures• Resolve declined transactions• Report lost/stolen cards (contact
PaymentNet first at (800) 780-7158)
Samantha Zimmerman(360) [email protected]
Contact Samantha for all other travel related questions.
For more information about Travel, visit the Travel website.
Department Travel Card Provider
• JPMorgan Chase: Available 24/7
• Customer Service: (800) 270-7760
• To Report Lost/Stolen Card: (800) 780-7158
• PaymentNet is a web application maintained by the card issuer, JPMorgan Chase which allows the Reviewer/Account Reconciler and Approving Official to access travel card transactions online 24/7.
Department Travel Card Training
Thank you for your participation!
If you have any questions or comments, please contact the Department Travel Card Coordinator at ext. 2080
Department Travel Card Quiz• This is the end of the Department Travel Card
presentation. You are now ready to take the quiz.
• Quiz Instructions:
– Choose one answer for each of the following questions.
– Fill in your name, department and email address at the end of the quiz.
– Press the SUBMIT button to email your test answers to the Travel Card Coordinator.
Click here to begin quiz