VISA Bank of America

I. GENERAL:

A. The University has entered into an agreement with VISA Bank of America to provide an individual charge card at no charge to faculty, staff and others who travel on University related business. This card will provide a convenient means for the traveler to charge travel-related expenses including meals, car rentals, and hotel reservations. The card will be the only means of obtaining advance funding for University related travel.

B. The agreement with VISA Bank of America is part of State Travel Charge Card Contract.

C. The VISA Bank of America does replace the Travel Advance Procedure for those employees eligible for a Travel Card. The Accounts Payable Office will not issue travel advance checks to eligible employees.

D. Travel Charge Card Coordinator: The Travel Charge Card Coordinator Sylvia Schutt in Lancaster Room 213C is responsible for this program and will answer any questions related to it.

E. Eligible Employees: All classified employees and full-time faculty who travel overnight at least twice a year will be eligible to apply for a Travel Charge Card. Students are not eligible to participate in the program.

A. Implementation: The implementation of the program will be handled through Sylvia Schutt, Disbursements Manager, in Lancaster 213C who will provide services for the program, including:

1. The Travel Program Administrator will receive a notice from the employee requesting the need for a card and then the Program Administrator will enter their information in Works to generate a Welcome email to have them apply online.

2. Ensure all cardholders complete the Commonwealth of Virginia Bank of America Employee Paid (Individual Liability) Travel Card Employee Agreement.

3. Ensure all cardholders are given access to the CAPP Topic 20360 - Travel Charge Card.

4. Collection of  VISA Bank of Americas from cardholders upon their leaving University employment or upon cancellation of cards by VISA Bank of America due to non-payment of accounts, or cardholder's request to cancel account.

5. Assistance to employees by answering questions and responding to concerns related to the travel charge card system.

6. Review statements every two weeks for inappropriate charges and bills that are not paid upon receipt..

7. Ensure that all travel cardholders are trained annually.

8. Liaison with VISA Bank of America concerning:

a. Delinquent accounts.

b. Termination of corporate accounts due to an employee's separation from the University or personal request for cancellation.

c. Lost or stolen cards.

E. Multiple Cards:

Only one card will be issued in the name of each eligible employee. Authorization is only for the employee whose name appears on the card. Family members and other persons are not permitted to use the card. This program does not provide for loaning a card to a third party.

F. Lost or Stolen/Replacement Cards:

Immediately upon determining that a VISA Bank of America is missing, has been lost, or is stolen, the cardholder should telephone VISA Bank of America at 1-888-449-2273.Upon prompt notification to VISA Bank of America, the cardholder will have no liability for charges made after a card has been stolen or lost.

A. In general, Travel Charge Cards may be used only for reimbursable travel and related expenditures that are incurred while an employee is in a travel status.

B. Exceptions to this rule include items that are not reimbursable under State and University travel regulations, but which might be charged to a Travel Charge Card coincident to the traveler's reimbursable expenses.

Examples include:

1. Non-reimbursable telephone calls charged to a hotel room.

2. Non-reimbursable expenses for a spouse included in a hotel bill or a restaurant bill.

3. Travel Charge Cards may also be used for business meals and employee recruitment meals when the cardholder is not in a travel status.

C. The normal charge limit on a Travel Charge Card will be $5,000. Higher limits may be approved in exceptional circumstances with appropriate authorization from the Department of Accounts..

A.  All charges made using this charge card are the employee's responsibility and payable in full each month regardless if the cardholder has been reimbursed for the expenses.  This card is a means of charging expenses incurred while conducting official State business only.

A. The Travel Charge Card will be issued in the employee's name. The traveler is personally liable for any charges made against the card, and will be billed directly by VISA Bank of America. The University is not liable in the event of non-payment by the employee. VISA Bank of America requires the cardholder to make full payment within 30 days of the monthly billing statement cut-off date, which is the 8th of each month.  If this happens, they will not be eligible for any travel advance funds from the University. Charges for late payment are the employee's responsibility and will not be reimbursed. 

B. The Travel Charge Card must not be used to circumvent the procurement procedures of the University or the Commonwealth of Virginia.

C. If the Travel Charge Card is misused, it will be revoked. The employee must submit a Travel Reimbursement Voucher within one week of completing a trip in order to assure that reimbursement will be received before the American Express bill must be paid. The Travel Charge Card holder MUST return the travel card to the Travel Charge Card Coordinator in the Accounting and Financial Reporting Office upon request or upon leaving University employment.

D. Termination of Employee Participation:

Employee participation in the Travel Charge Card Program will be subject to termination under the following conditions:

1. When the cardholder is no longer employed by the University.

2. Where there is consistently delinquent payment history.

3. When a cardholder charges personal expenses to the card except as allowed under this policy.

4. When a cardholder requests cancellation.

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