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Louisiana Tech University


Policies & Procedures

Policy 5410 - State Liability Travel Card

Effective Date: 9/1/2014

Responsible Office: Comptroller's Office


 

1. Program

A. Policy Statement

Louisiana Tech University’s State Liability Travel Card Policy covers and establishes standards for possession and use.  The Travel Card/CBA enables employees to pay for specific, higher cost travel expenses incurred during official State business travel with the convenience of a credit card.  All transactions must be in accordance with the University’s Travel Card Policy, the State’s Travel Card Policy, and the State’s Travel Policy PPM49: http://www.doa.louisiana.gov/osp/travel/travelpolicy.htm.  This policy and the related procedures do not negate any current requirement and/or allowances in PPM49, Purchasing Policies, Rules and Regulations, Louisiana Statutes, or Executive Orders. 

Louisiana Tech University will continue to utilize the CBA (Controlled Billed Account) that is part of the Louisiana “LaCarte” Purchasing Card program and will not issue additional CBA accounts under the Travel Card program.

The Travel Card is a VISA account distributed by Bank of America (BOA) for State of Louisiana employees only. Cards will be distributed only to frequent travelers based on the request of their Dean or Vice President.  Issuance of a Travel Card is not an automatic process upon hiring. 

Louisiana Tech University will set individual cardholders single purchase and monthly cycle limits. The limits can be issued campus-wide or on an individual card basis. The University allows a SPL (single purchase limit) max of $5,000, and a monthly cycle limit (MCL) max of $5,000.  The Office of State Purchasing and Travel must approve in writing any SPL or MCL overrides.  Transactions shall never be artificially divided to avoid the Travel Card Policy limits. 

B. Travel Card Program Benefits

The use of the Travel Card will improve efficiency and effectiveness by forming one source of payment while reducing the need for cash advances. All State of Louisiana and Louisiana Tech University travel policies, rules, and regulations must be followed.  

C. Conditions of Participation

All University cardholders, as a condition of participation in the State Liability Travel Card Program, shall abide by the terms of this policy unless a Request for Exception Form is submitted through Louisiana Tech University’s Program Administrator and approved by the Office of State Purchasing and Travel. 

All program participants, including Program Administrators, cardholders, and cardholder approvers, are required to complete an annual online certification class, and score a grade of at least 90 in order to receive a new Travel Card, renew a Travel Card,  or remain as a cardholder approver.  These certifications will be developed and updated, as necessary, by the Office of State Purchasing and Travel. 

A cardholder’s approver must be a supervisor of the cardholder. A cardholder can never approve their own Travel Card purchases. A supervisor is defined as being at least one level higher than the cardholder.  The approver must be the most logical supervisor who is the most familiar with the business case and appropriate business needs for the cardholder’s transactions. The supervisor should review the approved Travel Authorization Form to ensure the travel charges are valid. 

Louisiana Tech University’s program participation requires an annual review of the program conducted by University’s Office of Internal Audit.  Also, all transactions and monthly billing cycle supporting documentation must be audited by the Program Administrator in the Office of the Comptroller.

All program participants, including public and post secondary, must use WORKS Workflow, which is an online system through Bank of America.  The system captures transactions.  Electronic signatures of cardholders and cardholder approvers are required by Workflow.  Workflow also has the ability to maintain receipts and backup supporting documentation in one central location through the scanning feature, which is also required to be used.  The system allows for an additional level of approvals, beyond the cardholder and approver.  In Workflow, cardholders can code accounting information for each transaction. 

All receipts and supporting documentation must be scanned and tied to the applicable transaction and not as one image for all transactions. 

In Workflow, every cardholder’s business email address must match the cardholder’s name.  Another cardholder’s email address may not be used without prior approval from the Commissioner of Administration.  This is done for security reasons and to protect all cardholders. 

Monthly reviews and inquiries, requested from the Office of State Travel, Division of Administration auditors, etc. to Louisiana Tech University’s Program Administrators must be answered in the time specified in the request.  Written justification is required for each transaction, along with the University verifying and determining the transaction was for a business purpose and is in compliance with PPM49 and all State and University card program policies, purchasing rules and regulations, statutes, and executive orders.

All cardholders must sign Louisiana Tech University’s State Liability Cardholder Enrollment Form.  An employee’s Dean or Vice President approves the form, enabling the employee to receive a Travel Card. All cardholders, Program Administrators, and cardholder approvers must sign the most current State of Louisiana Corporate Liability Travel Card Program Agreement Form. The agreement form outlines the responsibilities of the applicable program participant. Both forms must be signed annually and can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.                                  

No Travel Card shall be issued to any University Program Administrators, President, auditor, or any other roles associated with administering, monitoring or reviewing the activities of the Travel Card program, as well as any non-State/University employees. If it is justifiable for one of the above positions to be allowed to possess a Travel Card (excluding a non-employee), a written request must be submitted to the Program Administrator who will forward the request to the Commissioner of Administration.  The request must include a detailed justification as to why the cardholder should obtain a Travel Card, and what precautions will be taken to guarantee the security and validity of expenditures. Specific approval from the Commissioner of Administration must be obtained prior to issuing a card to an individual serving in any of these roles. The only exception regarding an employee possessing a Travel Card with a role in the program is a cardholder’s approver.  An approver can receive a Travel Card, but cannot approve their own charges. Another employee with at least one higher level must approve an approver’s transactions.  An employee can never approve their own transactions, even if a cardholder is listed as an approver for another employee. 

An employee may not qualify for a State Liability Travel Card if their State of Louisiana Corporate Travel Individual Liability account has been revoked due to charge-offs and/or non-payment, or if their account currently has a balance.  All accounts must be paid in full prior to consideration for a Travel Card.

Cardholders are not authorized to make any Travel Card transactions until an approved travel authorization has been completed and approved by all parties for the specific travel.

The program does not allow cash withdrawals/transactions or any attempt for cash transactions, as cash blocked from the program.

A cardholder’s failure to comply with the conditions of participation can result in removal from the program. 

2. Definitions

Account Holder/Cardholder – terminology used to reference an employee has been issued a Travel Card.

Agreement Form – a form signed by a Program Administrator, cardholder and cardholder’s approver, annually, that acknowledges the cardholder has received required training from agency, completed the state’s certification requirement and received a passing score of at least 90, understands the Travel Card Policies, both state and agency, and accepts responsibility for compliance with all policies and procedures.

Cardholder Enrollment Form – a form that initiates the Travel Card issuance process for the cardholder.

Cycle the period of time between billings. The cycle starts a midnight on the 9th of the month, and ends at midnight the 8th of each month (Ex: April 9 – May 8). Cycle is synonymous with "billing cycle".

Cycle Limit maximum spending dollar limit a Travel Card is authorized to charge in a cycle. These limits should reflect the individual's travel patterns, and are preventative controls used judiciously.

Disputed Item any transaction that was double charged, charged an inaccurate amount, or charged without corresponding goods or services by the individual cardholder.

Electronic Funds Transfer (EFT) – an electronic exchange or transfer of money from one account to another, either within the same financial institution or across multiple institutions.

Fraud any transaction intentionally made that was not authorized by the cardholder or for official State business.

Incidental Expense expenses incurred while traveling on official state business which are not allowed on the State Liability Travel Card. Incidentals include, but are not limited to, meals; fees and tips to porters, baggage carriers, bellhops, hotel maids; transportation between places of lodging/airport such as taxi; phone calls and any other expense not listed in Allowed charges -  Section 7.

INTELLILINK – VISA’s web-based auditing tool which is used to assist with monitoring and managing the agency’s card program usage to ensure that card use conforms to all policies and procedures.

MCC Code (Merchant Category Code) a standard code the credit card industry uses to categorize merchants based on the type of goods or services provided by the merchant. A merchant is assigned an MCC by the acquiring bank.

MCC Group (MCCG) a defined group of merchant category codes.  MCCGs are used to control whether or not cardholders can make purchases from particular types of merchants.

Merchant a business or other organization that may provide goods or services to a customer. Synonymous with "supplier" or "vendor".

PPM49 (Policy and Procedure Memorandum 49) the state's travel regulations. These regulations apply to all state departments, boards and commissions created by the legislature or executive order and operating from funds appropriated, dedicated, or self-sustaining; federal funds, or funds generated from any other source. The current policy can be found on the following site: http://www.doa.louisiana.gov/osp/travel/travelpolicy.htm.

SPL (Single Purchase Limit) – the maximum spending (dollar) limit a Travel Card is authorized to charge in a single transaction. The SPL limit may be up to $5,000; however, this limit should reflect the individual's travel patterns. There are preventative controls and, as such, should be used judiciously. Purchases shall not be split with the intent of and for the purpose of evading the SPL set for cardholder.

Travel Card – a credit account issued in an employee's name. This account is direct liability of the State and is paid by Louisiana Tech University. Travel Card accounts are a tool used to assist the employee in paying for specific, higher cost travel expenses, incurred during travel for official state business only.  Cardholder is not allowed to pay any amount directly to Bank of America.  

Travel Card/Billing Cycle Log – a paper form isused in the reconciliation process for travel expenses charged during the billing cycle.  The log is used to document cardholder approval of charges billed by matching the paper billing statement, received from the bank, to the log and the documentation obtained from the vendor(s).  The cardholder signs the log verifying the charges are valid.  Approval of the log must be completed by the cardholder’s supervisor / approver, who is at least one level higher than cardholder, The supervisor / approver must sign the paper log. The log can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.     

Transaction A single purchase. A credit also constitutes a transaction.                                                                              

Transaction Documentation all documents pertaining to a transaction. The documentation is also used for reconciliation at the end of the billing cycle and is to be retained with the monthly reconciliation documentation for review and audit purposes. Examples of transaction documentation include, but are not limited to: itemized purchase receipts/invoices, receiving documents, credits, disputes, written approvals, airline exception justifications/approvals, travel authorizations/expense forms, etc.

WORKS – Bank of America’s web-based system used for program maintenance, Travel Card issuing, suspension, cancellation, and reporting.

WORKS Workflow – Bank of America’s online system that includes user profiles and transaction Workflow.

3. Office of State Purchasing and Travel Responsibilities

The State of Louisiana’s Office of State Purchasing and Travel is responsible for the statewide contract and administration of the State Liability Travel Card. The State Program Administrator will serve as a central point of contact to address all issues and changes necessary to the overall program, and coordinate such changes with the contractor, Bank of America.

The Office of State Purchasing and Travel will issue and maintain the State Liability Travel Card/CBA Policy.  If the State’s policy or the program limits are changed statewide, a revised Travel Card/CBA Policy will be issued by the Office of State Purchasing and Travel.

The Office of State Purchasing and Travel will approve agency participation in the program and identify the allowable Merchant Category Codes (MCC) and their limits.  MCC allowances will be in accordance with Section 7, Allowed Charges. 

Any waiver to this policy will be considered on a case-by-case basis, and should be in writing on an Exemption Request Form. The form should be completed by the Program Administrator, who will forward to the Office of State Purchasing and Travel for approval.

4. University Responsibilities

A. General Responsibilities and Procedures

Louisiana Tech University’s responsibilities include the administration of the State Liability Travel Card program, and compliance with State guidelines identified in the State’s Travel Card Policy, PPM49, and any current Purchasing Policies, Rules and Regulations, Louisiana Statutes, and Executive Orders if applicable.

The University is responsible for developing a Travel Card Policy documenting all internal procedures, ensuring the policy is in accordance with the guidelines of the State Liability Travel Card Policy. The policy will be updated when necessary with changes/additions which may occur in the University’s internal procedures, the State's policy, and Bank of America.  

The University is responsible for keeping the campus community informed of State and internal policy requirements, procedures, allowances, updates, and amendments, including the University President, cardholders, cardholder approvers and any other agency personnel as deemed appropriate.

The University is responsible for designating the University’s Travel Card Program Administrator(s) and notifying the Office of State Purchasing and Travel of any changes to the Program Administrator(s) or President’s Office.

The University must perform post audits of cardholder transactions to monitor appropriate use while verifying purchases are made in accordance with PPM49, the University’s Travel Card Policy, The State Office’s Travel Card Policy, and all policies, purchasing rules and regulations, Louisiana Statutes and Executive Orders, if applicable. Bank of America and VISA will provide reporting capabilities at no cost to the University to assist in audit findings. Bank of America’s WORKS data is available electronically for up to 3 years. VISA’s Intellilink system’s data is available for a 27 month rotating period.  It is the University’s responsibility to obtain and archive the data in both systems for seven full fiscal years.  

The University must submit monthly certifications that the procedures of the audit section of this policy have been conducted and must submit the certifications to the Office of State Travel.  The University will certify that the personnel administering the Travel Card Program has generated the required reports, all requirements listed in the policy have been completed, and necessary findings have been investigated, documented and handled appropriately. 

B. Internal Policy and Procedures

  1. All Travel Cards are issued with State liability, which the State is liable for the payment of the expenses charged. The program is based on the strength of the State's financial resources, not the personal finances of the cardholder. Due to State Liability, Travel Cards are only to be issued in the name of Louisiana Tech University employees.
  2. Cardholders must be approved by the Program Administrator, based on the request of a Dean or Vice President, and not as an automatic process upon hiring. Cards should only be distributed to frequent travelers.
  3. Travel Cards will be issued with two limits which will be determined by the Program Administrator. The overall Monthly Cycle Limit (MCL) is up to $5,000 and Single Purchase Limit (SPL) is up to $5,000. These are preventative controls and should be used judiciously. Both limits must reflect the individual's travel patterns. The University recognizes certain business transactions require higher limits. Exception to the limits may be requested through the Program Administrator to the Office of State Travel with a Request Exemption Form. Increasing the SPL or MCL should always be done with caution, and best practice calls for the limits to be limited to the lowest necessary amount needed for the duties of the individual cardholder. A single purchase shall not be artificially divided to avoid SPL or MCL procedures. If determined a cardholder intentionally circumvents the SPL or MCL controls, the Travel Card will be revoked.
  4. Prior to card issuance, each cardholder must participate in a training conducted by the Program Administrator to ensure the cardholder is aware of all duties and responsibilities associated with the possession and use of a State Liability Travel Card. The training will also provide information regarding the process of how a cardholder can report a card lost, stolen and/or any fraudulent activity.
  5. Each cardholder will complete a Louisiana Tech University Cardholder Enrollment Form and State Liability Travel Card Program Agreement Form annually. The Enrollment Form grants employees permission to receive a Travel Card by Dean or Vice President. The Agreement Form outlines and highlights the responsibilities the cardholder has by possessing a Travel Card. The Program Administrator shall maintain the original signed copies for all participants of the program, and copies of the signed forms will be provided to the cardholder.  Both forms can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.     
  6. The Program Administrator monitors the issuance of cards, ensures only one card is issued per employee, and maintains a list of all agency cardholder’s names.
  7. All Travel Card transactions must have a receipt and be in accordance with the most current addition of PPM49, http://doa.louisiana.gov/osp/travel/travelpolicy.htm. Purchasing policies, rules, regulations, Louisiana statues and/or executive orders must be followed if applicable. The Program Administrator will review all Travel Card charges to ensure the transactions are within all policies and procedures, and all transactions have a receipt. Receipts must be detailed and itemized, containing the receipt date, item(s) purchased, a line description of the item(s), purchased price of each line item, and the total amount charged for all transactions.  Most travel purchases list the cardholder’s name, and it is best practice to ensure the name listed on the receipt matches the cardholder’s name. 
  8. A cardholder can only use their Travel Card for the allowed card expenses detailed in Section 7, Allowed Charges.
  9. Prior to making a Travel Card purchase, a Travel Authorization Form for the particular trip must be approved by all parties.
  10. A cardholder will always confirm their Travel Card charges. Each Travel Card charge has to be recorded on a Travel Card Log. The cardholder must sign the log, which verifies the charges listed on the log were made by the cardholder. The supervisor/approver must sign the log approving the cardholder’s charges. The log will also assist the Program Administrator during the reconciliation process.  The original signed log, along with all supporting documentation must be submitted to Office of the Comptroller. The Travel Log can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   
  11. All Travel Card purchases must be approved by someone other than the cardholder. The cardholder’s approver must be a supervisor of the cardholder.  A supervisor is defined as being at least one level higher than the cardholder. The approver must be the most logical supervisor who is the most familiar with the business case and appropriate business needs for the cardholder’s transactions.
  12. If an approver is absent during the approval process, it is the approver’s and cardholder’s responsibility to inform the Program Administrator of the absence. The Program Administrator will appoint a temporary approver who meets the requirements stated above in #11. The original supervisor will resume approving duties once returned from their absence.
  13. The Program Administrator will monitor cardholder’s purchases to confirm the cardholder verified the charges, and the supervisor approved prior to the billing cycle’s payment deadline. All charges must be recorded on a Travel Card Log, signed by the cardholder and approver. 
  14. The Program Administrator ensures prompt reconciliation of monthly billing statements, and statement payments are made prior to the due date.
  15. The Program Administrator will send monthly certifications to the Office of State Travel indicating procedures within the audit section (see Audit Section 4C) have been conducted.  The certification will indicate Louisiana Tech University has generated the required reports, all requirements listed in policy have been completed, and necessary findings have been investigated, documented and handled appropriately.  
  16. The Program Administrator will monitor all cardholder accounts to determine possible modifications to the SPL or monthly cycle limits.  Adjustments will be made accordingly. 
  17. The Program Administrator will review and cancel Travel Cards not utilized within a twelve month period monthly.  A card can be reordered if the mandatory certification is completed with a minimum score of 90, and a Travel Authorization Form is approved..  The cardholder must send a written request to the Program Administrator to have a canceled card reissued. A card may remain active if dormant for a 12 month period by justification and approval from the Office of State Purchasing and Travel.  If approval is granted, the card must have a profile of $1 SPL and cycle limit until future card usage is needed.
  18. Annually, the Program Administrator and all cardholder approvers shall review the list of cardholders, cardholder limits, and ensure appropriate utilization.  A file shall be maintained showing compliance with this request.
  19. The Program Administrator determines allowable merchant category codes based on cardholder’s needs and the State’s allowances, and will recommend changes to the Program Administrator.  A Request for Exemption Form must be submitted by the Program Administrator to the Office of State Purchasing and Travel to open any MCC Codes which are classified as either “P” for prohibited or “R” for restricted. It is best practice to request the opening of a MCC Codes when absolutely necessary. 
  20. The Program Administrator is required to close an account if a cardholder transfers to a different department and does not have travel authority for the new department, or separates employment with the University. Cardholders will be asked to return their Travel Card to the Program Administrator prior to the end of employment.
  21. The Program Administrator requests cards, requests users in WORKS, and performs any maintenance necessary for agency’s cardholders. The Program Administrator also issues secure User IDs for each cardholder, approver, accountant, auditors and other Program Administrators in WORKS applications.
  22. Bank of America sends all newly ordered and renewed Travel Cards to the University’s Office of the Comptroller, not directly to the individual cardholder. The Program Administrator will contact the department when cards are ready for pickup. Note: A card will expire two years from when it is ordered or renewed. BOA automatically renews cards upon expiration.    
  23. On occasion, it may be necessary to change information on a Travel Card, such as name change, department, etc. In these cases the information on an original cardholder’s application may be revised by submitting the Card Maintenance Form to the Program Administrator.  The form can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   
  24. All contact with Bank of America for card set up, maintenance and closure (except for the reporting of lost or stolen cards in which the cardholder contacts BOA first) will be handled by the Program Administrator.
  25. In accordance with PPM49, it is mandatory that all state airfare is purchased through Short’s Travel Management, the State’s contracted travel agency.
  26. Online accounts such as Amazon, PayPal, EBay, etc., charges are not allowed on the Travel Card. 
  27. The Program Administrator will enforce personnel policies to discipline employees in the event of abuse or failure to comply with established guidelines. The Program Administrator will ensure consequences outlined in the misuse section are executed, and all program participants are aware of the penalties of certain actions involving the Travel Card Program. 
  28. Unauthorized charges and/or overage of allowances as defined in PPM49 must be paid back to the University. The funds will be withheld from a travel expense account or paid to the Cashiers’ Office.  The Program Administrator will advise the cardholder which payment method will occur to recover the funds. The Program Administrator monitors the recovery of unauthorized charges. If abuse occurs, whether accidental or intentional, twice within a 12 month period, the Travel Card will be revoked.
  29. The Program Administrator educates program participants on use of card and sales tax requirements. See State Sales Tax Section - #10. Louisiana Tech University is state sales tax exempted at all Louisiana hotels, Louisiana Enterprise locations, and Park-N-Fly at the New Orleans Airport.  It is the cardholder’s responsibility to ensure tax is not charged when using the vendors listed above. The Program Administrator will monitor card transactions to ensure the University is reimbursed for unauthorized tax exempt purchases. If unauthorized tax is applied to a Travel Card purchase, the cardholder must request for the vendor to credit the tax on the card’s next statement.  If the vendor cannot do so, the unauthorized tax amount is owed by the cardholder to the University. State policy indicates cardholders may be exempted from obtaining a credit from the merchant for State sales tax charges of $25 or less. The University will monitor sales tax transactions to ensure corrective action is taken against repeat offenders. If unauthorized sales tax under $25 is charged twice to the same cardholder, the taxable amount becomes the cardholder’s responsibility to repay the University if the vendor cannot issue a credit by the next statement.  A Travel Card will be canceled if unauthorized tax is charged two times within a 12 month period, regardless of the sales tax amount.     
  30. If incidentals or extra charges not associated with University business travel are paid with personal funds, such as room services, movies, double occupancy for additional non-state employees, extra hotel days, etc., it is the cardholder’s responsibility to inform the vendor these charges are not State sales tax exempt. If State sales tax abuse occurs, whether accidental or intentional, twice within a 12 month period, the card will be revoked.
  31. Cardholders must report a card lost, stolen and/or any fraudulent activity to the Bank of America and the University’s Program Administrator. A dispute form is also completed when inappropriate charges appear on their cardholder’s statement, and can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   
  32. Travel advances should not be given to an employee who does not qualify for a State Liability Travel Card because their State of Louisiana Corporate Travel Individual Liability account was revoked due to charge-offs and/or non-payment or account has an outstanding balance.

C. Audit Reports

Louisiana Tech University must run and archive all monthly audit reports listed in Attachment A. The audit reports are processed through WORKS and Intellilink. When running these reports, it is the University’s responsibility to not only review the data gathered, but to make certain that transactions are for a business purpose and have a legitimate business need or are for known business travel. In the event that a transaction is being investigated, the cardholder must explain and justify the transaction being questioned in writing (email is acceptable).  Based on the cardholder’s explanation, the agency should address the situation accordingly and follow the procedures notated in the Misuse Section - #8.

All documentation, findings, and replies resulting from the monthly audit of Travel Card transactions are to be centrally located and readily available for any internal or external audits that may occur. Reports listed in Attachment A, and are available through VISA Intellilink and WORKS. Intellilink’s data is available for a 27 rotating month period. WORKS data is available for 3 years. It is the University’s responsibility to obtain and archive the transaction data for seven full fiscal years.

Monthly certification that the above audit reports have been conducted must be submitted to the Office of State Travel. The certification will indicate University personnel administering the Travel Card program have generated the required reports, all requirements listed in the policy have been completed, and necessary findings have been investigated, documented and handled appropriately.

In addition, audit reports shall be used as a tool to assist with determining which cardholders may need a refresher training course, re-certification of the State’s online training, counseling, cancellation of card, etc., as well as, to determine possible changes to cardholder’s limits, profiles, and MCC groups.

D. Auditing and Controls

An annual review of the Travel Card program must be conducted by the University’s Office of Internal Audit. 

Auditing the disbursement of University funds for settlement of valid travel claims is the responsibility of the Program Administrator in the Office of the Comptroller. Departments using the Travel Card must do so in accordance with the internal controls and audit standards set forth by this policy and all state policy and procedures.  

The University is responsible for performing post audits of cardholder transactions to monitor appropriate use while verifying purchases made are in accordance with PPM49 and all State rules and regulations. As described in the section above, BOA and VISA will provide reporting capabilities at no cost to the University to assist in auditing. 

All transactions MUST have a receipt which is itemized, containing the receipt date, item(s) purchased, a line description of the item(s) purchased, price of each line item, and the total amount charged for all transactions.  Most travel purchases list the cardholder’s name, and it is best practice to ensure the name listed on the receipt matches the cardholder’s name. 

Enrollment of an employee in the Travel Card program is approved by the employee’s Dean or Vice President by completion of an Enrollment Form. The cardholder and their supervisor/approver must sign an Agreement Form which outlines the responsibilities and regulations of their role in the program. 

The cardholder’s Department and Program Administrator will ensure separation of duties is in place for processing a cardholder’s Travel Card transactions. Audit and review of the Travel Card for propriety of purpose, proper documentation, use of appropriate speed key/travel expense account number, and approval for payment will be performed, reviewed and approved by the cardholder’s supervisor/approver. See Section 5 for responsibilities of an approver.  

After the supervisor approves, the Program Administrator will audit all card transactions for propriety of purpose, proper documentation (receipts, invoices, etc.), valid speed key and travel expense account number, and insuring that all corrections and adjustments are made in a timely manner. Transactions not in compliance with University and State policies will be immediately reported to the cardholder’s supervisor and the Program Administrator. If misuse of the Travel Card occurs twice within a 12 month period, the card will be revoked. 

The Office of the Comptroller will audit travel expense accounts to insure a reimbursement is not issued to an employee if a transaction was processed with a Travel Card.

After processing each monthly statement remittance, all Travel Log entries and supporting documentation are retained for each card transaction in an auditable state for a period of seven full fiscal years. All files will be subject to periodic review by the Office of the Legislative Auditors and any other duly authorized auditor.

E. Controlled Billing Accounts (CBA)

Louisiana Tech University will continue to utilize the CBA (Controlled Billed Account) that is part of the Louisiana “LaCarte” Purchasing Card program and will not issue additional CBA accounts under the Travel Card program.

5. Supervisor/Approver Responsibilities

An approver is responsible for reviewing transactions of an individual cardholder to ensure transactions are legitimate business expenses, are in compliance with all procedures, and are charged to the appropriate speed key.

A cardholder’s approver must be a supervisor of the cardholder.  A supervisor is defined as being at least one level higher than the cardholder. The approver must be the most logical supervisor who is the most familiar with the business case and appropriate business needs for the cardholder’s transactions. An employee can never approve their own charges. 

If an approver is absent during the approval process, it is the original supervisor and cardholder’s responsibly to inform the Program Administrator of the absence.  The Program Administrator will appoint a temporary approver who meets the requirements stated above. The Program Administrator will notify the temporary supervisor of their responsibilities as an approver. The cardholder’s original supervisor will resume approving duties once returned from their absence.

Approvers’ responsibilities are listed in detail below:            

  1. Obtain an annual approver certification through the State’s online certification training program, in which a passing grade of at least 90 is obtained. Approvers will be contacted once the online course is available.
  2. Participate in a training session and sign the State’s Approver Agreement Form annually.  The original form is given to the Program Administrator, and the approver receives a copy.
  3. Review and understand the State and University Travel Card policies, PPM49 and all rules, regulations, policies, procedures, guidelines, statutes, and executive orders, if applicable. This includes keeping well informed of program updates sent from the Program Administrators or anyone associated with the Travel Card Program.
  4. Always submit approvals with all necessary documentation, including complete line item descriptions on receipts (both paper and electronic), in a timely manner and in accordance with University policy.
  5. Ensure a transaction’s supporting documentation is complete. This including an approved Travel Authorization Form, itemized receipts, Travel Log which is signed by both the approver and the cardholder, and any findings and justification. All original documentation is sent to the Program Administrator in the Office of the Comptroller for review. Remember, the cardholder is never a final approver of their card transactions.
  6. Receipts, supporting documentation, and Travel Log dates must correspond with the trip allowances, Travel Authorization Form dates, and billing cycle dates.
  7. Guarantee each transaction has an appropriate business purpose and fits the cardholder’s business needs.
  8. Review Travel Card transactions to ensure state tax is not charged for Louisiana Enterprise Locations, Louisiana Hotels, and Park-N-Fly at the New Orleans Airport location, as this program is state tax exempt at these vendors.
  9. All charges have been reviewed and audited, and are in compliance with the University’s  and the State’s Travel Card Policies, PPM 49, and all current purchasing rules, regulations, statutes, executive orders, and policies, as applicable.
  10. Ensure the charge is not a duplication of personal request and/or reimbursements.
  11. Immediately report any fraud or misuse suspected or personal charges to the Program Administrator. The approver will participate in any disciplinary actions which may be deemed appropriate, if necessary.
  12. Notify the Program Administrator immediately upon a cardholder leaving the University, changing departments, or taking an extended leave. The Program Administrator will make necessary changes to cancel the card and update program files accordingly. 
  13. Prior to a cardholder’s departure, complete an exit review with the cardholder to ensure the cardholder’s transactions, supporting documentation, receipts, and necessary signatures are obtained. Make certain the Travel Card is obtained from the employee upon separation or change in department, and return the card to the Program Administrator.
  14. If the card is lost, stolen or has fraudulent charges, the approver or cardholder must notify the Program Administrator.  The cardholder will immediately notify the bank.
  15. Review, at a minimum annually, all cardholders which approvers are designated as an approver, along with profile limits to ensure appropriate utilization of the card and program intent. This will assure all cardholders limits, MCC Codes, etc., are working properly for the cardholder. If limits or codes are not allowing the cardholder to perform their duties, the approver should contact the Program Administrator to inquire about making any necessary adjustments.
  16. Secure all assigned WORKS application User IDs and passwords. Never share User ID and passwords or leave work area while logged into the system or leave log-in information lying in an unsecure area.
  17. Understand that failure to properly fulfill the approver’s responsibilities as a Travel Card approver could result, at a minimum, in the following:

a.  Written counseling, which would be placed in approver’s employee file for a minimum of 12 months.
b.  Consultation with the Program Administrators, and possibly President’s Office and the University’s Office of Internal Audit.
c.  Disciplinary actions, up to and including termination of employment.
d.  Legal actions, as allowed by the fullest extent of the law.

6. Cardholders Responsibilites

  1. Use of the Travel Card is for official Louisiana Tech University/State travel only. Personal use of the card is not allowed for any reason.
  2. A training class must be attended to learn about all aspects of the Travel Card program. 
  3. A State Liability Cardholder Agreement Form, acknowledging cardholder's responsibilities, and University Enrollment Form, granting the cardholder permission to obtain the card from their department, must be signed prior to receiving the card annually. The Program Administrator shall maintain the original signed copies for all cardholders, and copies of the signed forms will be provided to the cardholder. 
  4. Obtain annual cardholder certification through the State’s online certification training program receiving a passing grade of at least 90 prior to possess or continuing to possess a Travel Card. Cardholders will be contacted once the online course is available.
  5. Each cardholder is responsible for the security of their State Travel Card, and therefore should never display their card number around their work area or give their card number to someone under any circumstances. Also, never put the full Travel Card account number in emails, fax, reports, memo, etc. If designation of an account is necessary, only use of the last four or eight digits of the account.
  6. Recognize that the Travel Card is the property of the State of Louisiana and the cardholder is responsible for the physical security and control of the Travel Card and its appropriate use. The cardholder is also responsible for maintaining the security of card data such as the account number, the expiration date, and the card verification code (CVC), the 3-digit security code located on the back of the card.
  7. The cardholder shall never send a copy of the Travel Card if requested by a merchant. If this is required for payment, the cardholder must use another form of payment other than the State Liability Travel Card.
  8. Secure assigned WORKS application User IDs. Never share User ID and password and/or leave work area while logged into the system or leave log-in information lying in an unsecure area.
  9. Present a personal credit card when checking into a hotel to cover any incidental expenses, which are not allowed if using the Travel Card. If incidentals are incurred during a business trip, the traveler must pay for the incidentals with personal funds and then be reimbursed through the University's travel reimbursement policy and procedures process. 
  10. The Travel Card is limited to the person whose name is embossed on the card, and shall not be used to pay for another employee, student, University guest, or any another person’s travel expenses, whether official or non-official.
  11. The card should not be loaned to another person to pay for official or non-official travel expenses.
  12. All Travel Card transactions must have a receipt and be in accordance with the most current publication of the University’s Travel Card Policy, the State’s Office’s Travel Card policy, and PPM49, http://doa.louisiana.gov/osp/travel/travelpolicy.htm. Purchasing policies, rules, regulations, Louisiana statues and/or executive orders must be followed, if applicable. Usage of the Travel Card should never avoid any travel, procurement, or payment procedures.
  13. The University retains the right to cancel a cardholder's privileges. Cards may be revoked for misuse or non-compliance of University or the State’s Travel Card procedures, the Cardholder's Agreement Form, or PPM-49.  First Offense will result in a written notification for from the Program Administrator who will also notify the Traveler’s approver/supervisor. The Second Offense within a 12 month period, whether intentional or accidental, will result in the cancelation of the card.
  14. All non-permitted purchases or overages of PPM-49 rates will be owed back to the University. The funds will be withheld from a travel expense account or paid to the Cashiers’ Office.  The Program Administrator will instruct the cardholder which form of payment will be processed.
  15. University travelers on official state business are state sales tax exempted at all Louisiana hotels, Louisiana Enterprise locations, and Park-N-Fly at the New Orleans Airport. Cardholders should make every effort at the time of purchase to prevent being charged state sales tax.  The tax exempt number is printed on the front of the Travel Card.  Cardholder will notify the vendor BEFORE the purchase is processed that the purchase is tax exempt. Cardholders must present the appropriate tax exemption form or provide the correct corporate account number to have State sales tax removed from the above vendors while on official University business. See Section 10, State Sales Tax, for details on how remove State tax.
  16. If unauthorized tax is applied to a Travel Card purchase, the cardholder must request for the vendor to credit the tax on the card’s next statement.  If the vendor cannot do so, the unauthorized tax amount is owed by the cardholder to the University. State policy indicates the University may exempt cardholders from obtaining a credit from the merchant for State sales tax charges of $25 or less. The University will monitor sales tax transactions to ensure corrective action is taken against repeat offenders. If unauthorized sales tax under $25 is charged twice to the same cardholder, the taxable amount becomes the cardholder’s responsibility to repay the University if the vendor cannot issue a credit by the next statement. A Travel Card will be canceled if unauthorized tax is charged two times within a 12 month period, regardless of the sales tax amount.     
  17. If incidentals or extra charges not associated with University business travel are paid with personal funds, such as room services, movies, double occupancy for additional non-state employees, extra hotel days, etc., it is the cardholder’s responsibility to inform the vendor these charges are not State sales tax exempt. If State sales tax abuse occurs, whether accidental or intentional, twice within a 12 month period, the card will be revoked.
  18. Never, under any circumstances, use the Travel Card to access cash, or accept cash in lieu of a credit.
  19. Never use the Travel Card for incidentals, gift cards, gift certificates, alcohol, food or entertainment services.
  20. The cardholder should never use the Travel Card for fuel and maintenance.
  21. Submittal of all required transaction documentation, special approvals, etc., is completed timely and in accordance with this policy.
  22. Each cardholder is responsible for remitting a Travel Card Log. Supporting documentation (both paper and uneditable electronic format for Workflow) must be attached and sufficient to adhere to PPM49, the State’s and University’s Travel Card Policies, and purchasing guidelines. Each charge(s) listed on the Travel Log must have an itemized receipt and approved Travel Authorization Form associated with the purchase(s). The log must be signed by the cardholder, verifying they made the charge(s). Supervisors/approvers are responsible for reviewing, approving, and signing Travel Card Logs certifying the documentation is acceptable for each transaction, and the charge is for official State business and in compliance with appropriate rules and regulations. After the log is signed by the supervisor/approver, all original documentation should be forwarded to the Program Administrator in the Office of the Comptroller for review and file maintenance.  All paper supporting documentation, is to be scanned into Workflow and tied to each applicable transaction. 
  23. Every transaction must have a receipt with a full description, not a generic description such as “general merchandise”, whether on paper or un-editable electronic format. Failure to provide an itemized receipt can result in cancellation of the Travel Card.
  24. Documentation is required for all expenses and credits. For items such as registrations, where the vendor does not normally generate a receipt, a copy of the ordering document may be used. Acceptable documentation must include a line description, date, line item pricing, and total amount charged for the expense. Most travel purchases list the cardholder’s name, and it is best practice to ensure the name listed on the receipt matches the cardholder’s name. 
  25. In addition to the Travel Card Log, it will be each cardholder's responsibility to submit their related Travel Voucher Expense Form timely for reimbursement of meals, incidentals and other items not allowed on the card in accordance with the University's internal policy.
  26. Never make a payment to the bank in the event an unauthorized charge is placed on the cardholder's State Liability Travel Card. If the payment is made directly to the bank, it will cause the monthly statement to be out of balance. Ultimately, it will be determined that a personal payment was made, therefore, report any unauthorized charges to the Program Administrator immediately.
  27. Notify the Program Administrator if fraudulent charges are noticed, as the card may need to be cancelled and another card issued.
  28. Notify the Program Administrator if use of a card has changed, and lower or higher limits are necessary. For FMLA, sabbatical, and other extended periods of leave, the cardholder must notify the Program Administrator of his/her instances of extended leave.
  29. Immediately report a lost or stolen card to Bank of America first, 1-888-449-2273 (24 hours a day & 365 days a year), and the Program Administrator second. The affected card will be automatically suspended by Bank of America, and a new card with a new account number will be sent to the Program Administrator.  The cardholder will be notified by the Program Administrator when the new card is ready for pickup. Immediately reporting a lost, misplaced, or stolen Travel Card limits the University’s liability for potential charges that may occur from unauthorized use.  Failure to promptly report a lost, misplaced or stolen Travel Card may result in the University seeking reimbursement from the cardholder for any unauthorized charges. 
  30. Prior to separation of employment from the University, the cardholder must deliver the card to the Program Administrator. DO NOT SEND THE CARD IN THE CAMPUS MAIL.

7. Allowable State Liability Travel Card Transactions

The State Travel Card can only be used for the transactions listed below, and each purchase must fall within PPM-49’s guidelines. Mismanagement of the Travel Card will lead to card cancelation and discipline actions. See Section 8 below for details of misuse.       

  1. Airfare
  2. State Contracted Travel Agency Fees
  3. Registration for Conference/Workshops - Membership Dues are not allowed
  4. Hotel/Lodging
  5. Rental Car
  6. Parking - Only with hotel stay and combined on invoice and Park-N-Fly Parking
  7. Internet Services - Only with hotel stay and combined on invoice
  8. Shuttle Service - Only when pre-paid prior to trip. Not for individual ground transportation during a business trip such as taxi, bus, etc.

8. Card Misuse

A. Fraud Purchases

A fraud purchase is defined as any use of the Travel Card which is determined to be an intentional attempt to defraud the State for personal gain or for the personal gain of others. 

An employee suspected of having misused the Travel Card with the intent to defraud the State will be subjected to an investigation. Should the investigation result in findings which show the actions of the employee have caused impairment to State service, and should those findings be sufficient to support such action, the employee’s card will be revoked and will be subject to disciplinary action. The nature of the disciplinary action will be at the discretion of the Program Administrator, University President, and/or the Office of Internal Audit, and will be based on the investigation findings and the record of the employee.  Any such investigation and ensuing action shall be reported to the Legislative Auditor, Office of the Inspector General and the Director of the Office of State Purchasing and Travel.

B. Non-Approved Purchase

A non-approved purchase is one made by a cardholder which payment by the State is unapproved.  A non-approved purchase differs from a fraud purchase in that it is non-intentional misuse of the Travel Card with no intent to deceive the State for personal gain or for the personal gain of others. A non-approved purchase is generally the result of a miscommunication between a supervisor and the cardholder.  An example of a non-approved purchase could occur when the cardholder mistakenly uses the Travel Card rather than a personal card.

When a non-approved purchase occurs, the cardholder should be counseled to use more care in handling of the Travel Card. The counseling should be in writing from the Program Administrator and maintained in the employee’s file for no longer than one year unless another incident occurs. The cardholder’s approver/supervisor is also notified.  Should another incident of a non-approved purchase occur within a 12 month period, whether intentional or accidental, the cardholder’s Travel Card will be revoked.  The employee must pay for all unapproved items purchased. The funds will be collected by a payment being made to the Cashiers’ Office or a deduction in the cardholder’s travel expense account. The Program Administrator will notify the cardholder via email as to which method of payment will occur.  If payment is not resolved within two weeks from the email notification, the amount will be payroll deducted from the cardholder.

C. Merchant Forced Transactions

Commercial cards are accepted by a variety of merchants that process transactions only if approved by the issuing bank, thereby abiding by the card controls in place. Merchants processing transactions are typically a two-step process:

  1. Merchant authorizes transactions against card controls (MCC, limits, exp date, etc.) and if approved receives an authorization number.
  2. Merchant submits the transactions for payment from the bank.

In rare instances, merchants will circumvent the authorization process and only perform step 2. This means that the merchant did not authorize the transaction against the card controls and therefore did not receive an authorization number. If this occurs, the merchant has forfeited all dispute rights and the transaction can be disputed unless the merchant can provide a valid authorization number. If a valid authorization number is not provided, the dispute will be resolved in the cardholders favor.

D. Card Receives Declined

If a merchant advises the card approval has been denied, it is most likely a violation of one of the established levels of authority checks listed below:

The supplier will not have information related to the reason for denial, nor does the cardholder have the authority to obtain this information. If a transaction is denied, the cardholder should contact the Program Administrator for support who will contact Bank of America to obtain information on the denial.  If a charge declines, the cardholder should not re-swipe the card, and the merchant should be advised not to attempt to process the payment until the situation is rectified.

9. Card and Works User ID and Password Security

Each cardholder, Program Administrator, auditor, cardholder approver, etc., is responsible for the security of their card, User ID(s), and password(s), and therefore should:

  1. Never display their Travel Card account number, WORKS and WORKS Workflow user ID number, and passwords around their work area.
  2. Never share user IDs and passwords, leave work area while logged into the system, or leave log-in information lying in an unsecure area.
  3. Never give a card account number, user IDs or passwords to someone else.
  4. Never email the full account numbers or user ID or password under any circumstances.

10. State Sales Tax

The State Travel Card charges are a direct liability of the State, therefore, State sales tax should not be charged to Louisiana hotels, Louisiana Enterprise locations, and Park-N-Fly at the New Orleans Airport.  Cardholders should make every effort at the time of purchase to prevent being charged State sales tax.  The tax exempt number is printed on the front of the Travel Card.  The cardholder will notify the vendor BEFORE the purchase is processed that the purchase is tax exempt. To have State sales tax removed, cardholders must:

  1. Louisiana Hotels: present the Governmental Employees Hotel Lodging Sales/Use Tax Exemption Certificate, along with a copy of the approved Travel Authorization Form during check-in.  The exempt form can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   
  2. Louisiana Enterprise Location Rentals – When making a reservation, whether online or via phone, provide the State’s Account Number – NA1403, or submit the State of Louisiana Employee Travel Expense Limited Sales Tax Exemption Certificate and select Enterprise Rental. The exempt form can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   
  3. Park N Fly (New Orleans Airport) – If the online reservation system is used, enter promotion code 0050081. If not, submit the State of Louisiana Employee Travel Expense Limited Sales Tax Exemption Certificate and select Park-N-Fly, along with a copy of the approved Travel Authorization Form.  The exempt form can be found on Office of the Comptroller’s webpage at http://finance.latech.edu/comptroller/travel/travelcard.php.   

If unauthorized tax is applied to a Travel Card purchase, the cardholder must request the vendor to credit the tax on the card’s next statement. If the vendor cannot do so, the unauthorized tax amount is owed by the cardholder to the University. 

State policy indicates the University may exempt cardholders from obtaining a credit from the merchant for State sales tax charges of $25 or less. The University will monitor sales tax transactions to ensure corrective action is taken against repeat offenders. If unauthorized sales tax under $25 is charged twice to the same cardholder, the taxable amount becomes the cardholder’s responsibility to repay the University if the vendor cannot issue a credit by the next statement. A card will be canceled if unauthorized tax is charged two times within a 12 month period, regardless of the State sales tax amount.     

If incidentals or extra charges not associated with University business travel are paid with personal funds, such as room services, movies, double occupancy for additional non-state employees, extra hotel days, etc., it is the cardholder’s responsibility to inform the vendor these charges are not State sales tax exempted.  If State sales tax abuse occurs twice, whether accidental or intentional, the Travel Card will be revoked.

11. Documentation

A. Complete Documentation

Louisiana Tech University must ensure documentation is adequate and sufficient to adhere to the current version of PPM49, the University’s and the State’s Travel Card Policy, and all purchasing policies, rules, regulations, statutes, and executive orders, for recording of expenditures in the University’s accounting system.

In WORKS Workflow, the University must ensure that all supporting documentation along with receipts are scanned and attached to each corresponding transaction. 

The University makes certain immediate supervisors/approvers are verifying and ensuring controls are being met and transactions are appropriate, accurate, and have a business case and need for all expenditures. This includes all receipts, receipt’s dates, and other supporting documentation is applicable with a known need for business travel that corresponds to the dates on the approved Travel Authorization Form. 

Records of approval are accomplished by a cardholder’s approver/supervisor signing a paper Travel Card Log and electronically signing off on transactions in Workflow. Approval by the approver certifies the documentation has been reviewed, is acceptable for each transaction, the purchase was for official state business, and is in compliance with appropriate rules and regulations.

Documentation is required for all purchases and credits. For items such as registrations, where the vendor does not normally generate a receipt, a copy of the ordering document may be used. Acceptable documentation must include a line description with full explanation, not a generic “general merchandise” statement, and line item pricing for the purchase.  Electronic receipts are allowed from the vendor if they are un-editable and are maintained in compliance with the University’s retention policy.

For an internet purchase, the confirmation printout showing the purchase details, or the printout of the transaction details if it shows what was purchased (the quantity and the price paid), will suffice for an itemized receipt.  The receipt must be non-editable.

In WORKS Workflow, cardholders are issued a unique login user ID number and password.  Approver/supervisors are to utilize their unique user ID and password to certify and electronically sign off on the transaction. 

Cardholder approvers will forward all original supporting documentation, including invoices/receipts, signed paper log by both cardholder and approver, approved Travel Authorization Form, and any findings and justification to the Program Administrator in the Office of the Comptroller for review and maintenance of the files for seven full fiscal years. All files are centrally located in the Office of the Comptroller, and will be subject to periodic review by the Office of State Purchasing and Travel, the Legislative Auditors and any other duly authorized auditor.

In WORKS Workflow, all entries, scanned supporting documentation, and electronic approvals are maintained within the online system for up to three (3) years. 

B. Individual State Liability Travel Cards

It is the cardholder’s responsibility to submit their Travel Card Log and all required transaction documentation, which includes approved Travel Authorization Form, special approvals, etc. by the appropriate deadline set by the University to ensure the statement is paid timely. 

C. Corporate Business Accounts (CBA)

Louisiana Tech University will continue to utilize the CBA (Controlled Billed Account) that is part of the Louisiana “LaCarte” Purchasing Card program and will not issue additional CBA accounts under the Travel Card program.

12. Payment Procedures

Louisiana Tech University will ensure all necessary procedures and controls are in place for prompt payment, reconciliation and cost distribution of Travel Card charges and credits. Below are payment and card cycle procedures :

A. Card Cycle

The cardholder presents their Travel Card to the vendor at time of purchase. The vendor receives remuneration from VISA within two business days of requesting payment for the service provided.

The Travel Card cycle’s dates are the 9th of the month to the 8th of the following month (ex: May 9 – June 8).  At midnight on the first day of each billing cycle, the cardholder’s monthly cycle limit is automatically reset to $0.

Cardholders will receive paper billing statements monthly from Bank of America approximately five business days of the close of the billing cycle (8th of the month).

The cardholder should submit the statement with supporting documentation to the Program Administrator in the Office of the Comptroller within five days of receiving the paper billing statement.  Statements not received within 10 days may result in cancellation of card.

The Program Administrator will receive a paper statement within five business days from Bank of America containing all individual University cardholder charges. The Program Administrator will also download an electronic file from WORKS containing all University cardholder transactions. The electronic file is available on WORKS the first day of the next billing cycle. (Ex: The March 9 – April 8 billing cycle electronic statement is obtainable April 9.) The Program Administrator will ensure the paper and online statement remittance amounts are equal to one other.  It is the University’s responsibility to contact BOA if the paper statement is not received timely, or the online statement is not accessible.

B. Cardholder Reconciliation

An employee must complete a Travel Card Log for all charges made within a billing cycle to assist in the reconciliation and payment process.

By the cardholder completing a Travel Card Log, it verifies the charges were processed by the cardholder, and all Travel Card purchases are within the University’s and the State’s Travel Card policies, PPM-49, and all University and State travel and purchasing rules, regulations and executive orders. Attached to the log should contain all supporting documentation for each Travel Card purchase, which includes:

All Travel Logs must be signed by the cardholder, verifying all charges meet the requirements listed above.

The cardholder must also scan all receipts into Workflow and tie each scan to the applicable transaction.          

C. Supervisor Approval

The cardholder’s supervisor who is most familiar with the cardholder’s business related travel must approve/sign the cardholder’s Travel Card Log. Also, the supervisor must review and electronically approve the information and documentation entered and scanned into Workflow by the cardholder.  Remember the approver must be a supervisor of the cardholder who is at least one level higher than the cardholder. See Section 5 for detailed explanation an approver’s responsibilities. While reviewing logs, the approver must ensure:

After all charges are reviewed and approved, the log is signed by the approver, and all original logs with supporting documentation are forwarded to the Program Administrator in the Office of the Comptroller.  If there is an issue or discrepancy with any of the above items, the approver should contact the cardholder immediately to address the issue. The log and paperwork should not be forwarded to the Office of the Comptroller until all items are correct. If a charge is believed or found to be in non-compliance with any University or State rules or polices, the approver must contact the Program Administrator.

The Program Administrator will contact the cardholder and/or supervisor and provide a submittal deadline for completed logs and supporting documentation.

D. University Approval

As indicated above, a signed Travel Log for all charges in a billing cycle must be signed by the cardholder and the cardholder’s approver with supporting documentation for each Travel Card purchase. The original completed log and supporting records are forwarded to the Program Administrator in the Office of Comptroller where it is stored for seven full fiscal years. Once the cardholder’s Travel Log and supporting backup is received by the Office of the Comptroller, the Program Administrator will review each log to ensure:

If there are any questions regarding a charge or insufficient documentation provided, the Program Administrator will contact the cardholder to obtain an explanation or correct information. This additional information is included and filed with the cardholder’s supporting documentation. If it is determined that personal or other unauthorized charges occurred on the card, appropriate steps, up to and including dismissal, shall be taken to resolve the misuse/abuse of the card. (See Section 8; Card Misuse)

E. Payment Due Date and Cost Distribution

The total amount due on the statement encompasses activity from all individual cardholders purchases within the billing cycle. The payment must be made to Bank of America within 25 days of statement billing date.  The University will always make the statement payment. The cardholder will never make a payment to Bank of America, regardless of the situation. 

All Travel Card purchases should be verified by the cardholder, approved by the supervisor, and audited and approved by the Program Administrator prior to the statement payment. 

The University has established an automated draft to occur on the payment due date. The draft takes place on the due date, or the last open business day if the due date is a weekend or holiday. The draft amount is verified by the Program Administrator. If there is a discrepancy with the draft amount, the Program Administrator will notify Bank of America to resolve the issue, and contact the Program Administrator and Office of the Comptroller. 

A journal voucher is prepared by the Associate Comptroller to record the payment in the University’s financial system.  A separate journal voucher is prepared by the Program Administrator to record the travel expenditures in the appropriate departmental accounts.  Both journal vouchers are approved by at least two other authorized employees in the Office of the Comptroller.

13. Contact Information     

Bank of America

Phone:                 1-888-449-2273                              Fax:  1-800-253-5846

Louisiana Tech University State Travel Card

Bryan Doxey
Senior Accounting Services Manager
Phone:                 318-257-4325                                  Fax: 318-257-2234                        Email: bdoxey@latech.edu

Cathy Ervin
Accounting Specialist 2 - Travel
Phone: 318-257-4325                                  Fax: 318-257-2234                        Email: cervin@latech.edu

               

If a cardholder needs to report a card lost or stolen card, contact Bank of America immediately, and also notify the University Program Administrator.


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