The Travel and Expense Card Handbook

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1 The Travel and Expense Card Handbook 2500 University Drive NW Calgary, Alberta, CANADA T2N 1N4 Telephone: (403) Web: AMERICAN EXPRESS Customer Service Available 24/ (This number is conveniently located on the back of your card) 1 REVISED October 2013

2 Contents AMERICAN EXPRESS Customer Service... 1 Contents Allowable Expenses Allowable Expenses Non-Allowable Expenses The Travel and Expense Card How do I get a T&E Card? Who is my Approver? When will I receive my Card? Cardholder Responsibilities Operating and non-fund 60 Project Account Transactions Research Transactions (Fund 60 Projects) How do transactions get reconciled and paid?... 7 Be aware that only one fund code can be used per claim Card Cancelation What if I fail to meet my obligations as a Cardholder? What if I fail to approve expenses according to my obligations as an Authorized Approver? Other Cash Advances REVISED October 2013

3 4.2 Preferred Travel Agent Airfare Requirements Spending Limit Refunds Disputing a Charge Declined Card Maintenance Appendices Forms REVISED October 2013

4 1 ALLOWABLE EXPENSES The Travel & Expense (T&E) Card is issued to university faculty and staff required to travel and/or purchase low dollar, low risk items to complete university business. Definition: Low-dollar, low risk transactions are defined as items that cost less than $2,500; that do not require special approval or capitalization under the Procurement Policy. The Cardholder must meet all responsibilities related to the T&E Card as outlined in this handbook, as well as those outlined in the Travel and Expense Reimbursement Handbook. Failure to do so may result in card suspension, or extended loss of cardholder privilege. 1.1 Allowable Expenses Airfare Hotels Meals Car rental/taxi Valid, business-related purchases that do not meet Capital Expenditure criteria PER Expenses (Must follow PER Procedures and documentation requirements) 1.2 Non-Allowable Expenses Personal Charges (Non-business related) Capital expenditures Radioactive and hazardous materials Payment to individuals, employees or students for any reason (including individual consulting services, honorarium payments and student aid payments) Travel expense of a spouse or partner Fines, penalties, and interest charges 4 REVISED October 2013

5 2 THE TRAVEL AND EXPENSE CARD 2.1 How do I get a T&E Card? Applicants must complete both the university Travel and Expense Cardholder Agreement, as well as the online AMEX application. The Travel and Expense Cardholder Agreement must be signed by the Applicant, as well as his/her Director, Dean or Department Head prior to submission. 2.2 Who is my Approver? The approvals of T&E Card Expense Reports are handled according to the university s Signing Authority Matrix (SAM). When an expense report is saved and submitted in PeopleSoft, the approval routing will appear beneath the expense report on your screen. 2.3 When will I receive my Card? The Card Program Coordinator will contact the Cardholder when the Card has arrived. This process can be completed in 7-10 business days during non-peak times; however, it is best to plan for 2-3 weeks. The Cardholder and/or travel arranger will book a time to participate in mandatory program orientation, which includes: A review of all associated policies and procedures; Training for usage of the online travel self-booking tool; A review of the reconciliation process. To activate the T&E Card, sign the back of the Card and call the toll-free AMEX number provided by the sticker attached to the front of the card. The card may also be activated online. You will not receive a paper statement. You may choose to receive online statements through as paper billing statements have been turned off. Instructions to complete this registration are included with the card in your welcome package. 5 REVISED October 2013

6 3 CARDHOLDER RESPONSIBILITIES Cardmembers are responsible for creating expense reports for all transactions charged to their Card. Expense Reports are to be created in PeopleSoft using the pre-populated AMEX transactions loaded into My Wallet. A detailed receipt/invoice is required for every transaction. Travel and expense transactions follow the same requirements as for reimbursement, as outlined in the Travel & Expense Reimbursement Handbook. Should a transaction be denied by the approver, or if the transaction is personal in nature, the transaction should be marked personal on the expense report, and a cheque for this amount should be sent to Card and Travel Management, payable to the University of Calgary Upon discovery of any unauthorized activities on the card, it is the responsibility of the Cardholder to contact the supplier and/or AMEX directly; Obtain a receipt at point-of-purchase and verify its accuracy. Retain all receipts and AMEX charge slips; T&E Cards must be Voluntarily surrendered to Card Coordinators immediately upon conclusion of employment, absence of longer than six months or if/when requested by the Card Program Coordinators; Notify American Express and the Card Program Coordinators if the card is lost or stolen; Notify the Card Program Coordinators of any change in personal information (name, address, etc.) or employment status. 3.1 Operating and non-fund 60 Project Account Transactions Print the expense report, attach all supporting documents and detailed receipts, and provide them to the approver for the given report. A copy should also be sent to Accounts Payable for storage. 6 REVISED October 2013

7 3.2 Research Transactions (Fund 60 Projects) For Research Projects in ALL faculties (Fund 60), print the reconciliation report, attach all supporting documents and detailed receipts, and send to the Financial Compliance Administrators in the following locations: Faculties Medicine and Veterinary Medicine only Location TRW 5th Floor Non-Medicine Faculties MLT 4 th Floor & ENF 209 Allocations to all other Funds should be directed to Accounts Payable. 3.3 How do transactions get reconciled and paid? Cardmembers, or their delegate, are responsible for charging their transactions to the appropriate accounts and or projects by creating expense reports. Card and Travel Management is responsible for the payment of all T&E Card transactions. Be aware that only one fund code can be used per claim. Upon completion, Cardholders will submit the reconciled transactions for approval. The system will route the requested approval to the Cardholder s authorized Approver as identified by PeopleSoft. As per the Travel and Expense Reimbursement Handbook, backup documentation must be sent to Accounts Payable or the Research Support Group for auditing, depending on the Fund type being allocated. 3.4 Card Cancelation Cards may be cancelled by calling American Express directly at or by contacting the Card and Travel Management Department. 3.5 What if I fail to meet my obligations as a Cardholder? Unauthorized or improper transactions performed by the Cardholder may result in action being taken by the Director, Supply Chain Management. Regular non-compliance with the Cardholder responsibilities may result in card suspension, or in severe cases, long-term or permanent loss of Cardholder privileges. In the event that such an instance occurs, both the Cardholder and their Approver will be notified of the incident, and will be given an opportunity to provide an explanation for the infraction. Any resulting action will be at the discretion of the Director, Supply Chain Management. The University of Calgary reserves the right to recover funds for any and all non-compliant transactions from the Cardholder. 7 REVISED October 2013

8 3.6 What if I fail to approve expenses according to my obligations as an Authorized Approver? Transactions must be approved before they will post to the Budget Owner s Department or Project. Failure to complete approvals in a timely manner by the Authorized Approver may result in action being taken by the Director, Supply Chain Management. Frequent failure to complete these responsibilities may result in warning letters, or in severe cases, long-term loss of Authorized Approver privileges. In the event that such an instance occurs, both the Approver and the Approver s supervisor will be notified of the incident, and will be given an opportunity to provide an explanation for the infraction. Any resulting action will be at the discretion of the Director, Financial Operations, working in conjunction with the Approver s supervisor. 4 OTHER 4.1 Cash Advances The introduction of the T&E card is intended to substantially reduce the university s reliance on cash advances. When cash is required, the cash advance option on the T&E is available on request and approval. Once active, it allows for limited cash withdrawals from ATM s, $ per day, up to $ per month. Employees requiring larger amounts can submit cash advance requests through the standard Cash Advance approval process using the PeopleSoft Expense Sheet>Cash Advance selection. 4.2 Preferred Travel Agent UNIGLOBE Beacon Travel Ltd. is the university s preferred travel agency handling all university related travel (air travel, hotels and car rentals). Cardholders may book travel directly with a live agent, or by using the on line self-booking tool at By booking with Uniglobe, travelers can utilize negotiated airfare discounts with both Westjet and Air Canada, as well hotel discounts provided by the university s association with CAUBO (Canadian Association of University Business Officers). 8 REVISED October 2013

9 4.3 Airfare Requirements Detailed information regarding airfare requirements and restrictions is given in the Travel and Expense Reimbursement Handbook. Prior to actual booking, Cardholders must ensure that pre-authorization is obtained from an Authorized Approver for every business/first class travel that meets eligibility criteria as per the Travel and Expense Reimbursement Handbook. 4.4 Spending Limit Travel expenses in excess of $25,000 per month must be pre-authorized by an Authorized Approver as per the Travel and Expense Pre-Approval Form. It is Cardholder s responsibility to ensure compliance to this requirement. 4.5 Refunds No form of refund (cash or cheque) pertaining to a T&E Card transaction can be accepted by a Cardholder. In all cases, suppliers must issue a credit directly to the T&E Card and backup documentation must be provided. 4.6 Disputing a Charge Unauthorized charges posted on your Monthly Statement can be disputed by first contacting the merchant directly. If the dispute cannot be resolved with the merchant, contact both American Express and the T&E Card Administrator by ing for assistance. Common causes of disputes are goods lost in transit, incorrect charges or correct charges posted to the wrong statement, and receipt of an incorrect item or quantity. 4.7 Declined Card Contact the toll-free telephone number on the back of the Travel and Expense Card to determine the cause of the declined transaction, or contact the T&E Card Administrator for additional details by e- mailing 4.8 Maintenance Card and Travel Management will regularly monitor monthly transactions to ensure compliance with T&E Card procedures. Audits will match receipts to T&E Card statements, with infractions escalated to the Director, Supply Chain Management. 9 REVISED October 2013

10 5 APPENDICES 5.1 Forms Electronic copies of the following forms are available through the Finance website: Travel and Expense Card Cardholder Agreement; Travel and Expense Card Maintenance Request; Travel and Expense Pre-Approval Form REVISED October 2013

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