GE MASTERCARD TRAVEL CARD PROGRAM
GE MASTERCARD TRAVEL CARD PROGRAM
The Commonwealth of Virginia has entered into an agreement with the GE MasterCard to provide an individual travel card at no charge to administrators, faculty, and staff who travel on University-related business. This card will provide a convenient means for the traveler to charge most travel-related expenses including meals, car rentals,and motel/hotel reservations, etc.
The GE MasterCard will replace the present Travel Advance Procedure, so the Accounts Payable Office will no longer issue Travel Advance checks. Therefore, the GE MasterCard will be the only means by which an employee can obtain University funds for travel.
Major aspects of the program are identified below. Please review this information carefully, and the attached policy and procedures statement, to determine if you wish to request a GE MasterCard.
When presented with your GE MasterCard, you will be asked to sign the back of the card and an Acknowledgement of Receipt form. The form indicates your acceptance of the card and the conditions under which it is issued.1. The GE MasterCard will be issued in your name (cardmember). Travel- related business expenses, which are to be reimbursed by the University, may be charged to the card. You will be billed directly by GE MasterCard. Longwood University's name will appear on the card but will not be on the bill.
2. The GE MasterCard will be provided at no cost to you. There is no annual fee.
3. Airline reservations should be made using the Ge MasterCard Small Purchase Charge Card available in each University Department. In the event airline reservations are made on the GE MasterCard Travel Card the traveler will not be reimbursed for the expense until after the trip has occurred. Request for Travel Authorizations are required in advance for all airline travel.
5. Pre-set spending limits have been established for use of the GE MasterCard. The maximum dollar amount permitted to be charged at any point in time will be $5,000.
6. A monthly statement will be mailed directly to you by GE MasterCard. The billing cut-off date will be the 8th of the month. Your payment is due within 30 days of the billing cut-off date. If the statement is not paid by that date, a second billing will be sent marked, "PAST DUE".
7. When financial obligations to GE MasterCard are not met within 60 days of your billing cut-off date, your charge privileges will be suspended and, if your account is not paid immediately, your Card will be cancelled. In that case, you will not be given another opportunity to participate in the Corporate Card Program and you will not be permitted to receive a University travel advance for domestic travel.
8. You may choose to retain any personal charge card you may have. This will allow you to separate business and personal expenses. Your spouse, family members, and others are not eligible to use your corporate card.
Applying for an GE MasterCard is optional. However, eligibility is a factor. Faculty and staff who are eligible to receive a card will not be eligible for routine University travel advances for domestic travel. Employees who are eligible to receive GE MasterCard may use it to obtain traveler's checks from Cashiering and Student Accounts for University-related travel expenses. These checks will be charged to your corporate GE MasterCard. Employees who are not eligible for a card will be able to request a travel advance upon authorization from their department head and approval by the Accounting and Financial Reporting Office.
To apply for a card please fill out and sign the Application for an GE MasterCard Travel Card. Only fill in application information. Accounting and Financial Reporting will fill in Program Administrator information. Return the application to Sylvia Schutt, Lancaster Building Room 213C.
Return to
Accounting and Financial Reporting
Phone: (434) 395-2634 FAX: (434) 395-2152
