Introduction
Purpose
To obtain a University Travel & Expense Card (T&E Card), the applicant must be a permanent University employee. Any exception to this requirement may be granted by the Chief Procurement Officer or his or her designee for special circumstances. An applicant must complete the required online training and successfully pass a quiz (85%) demonstrating their understanding of T&E Card policies and procedures. Applicants must sign and submit the accountholder agreement form, the T&E Card application, and the Connect Carolina access form before the application can be processed.
Scope
This procedure applies to all employees (faculty, staff, and Senior University Administrators).
Procedure
The applicant will be required to complete a mandatory online training session covering the use of the T&E Card and all applicable restrictions. The application and the accountholder agreement form must be submitted to the applicants Access Request Coordinator (ARC) along with the ConnectCarolina access form. The Travel Card office will notify the accountholder by email when the card is available for pick up; accountholders should contact the Travel Card Office travelcard@unc.edu if they would like to send another employee or student to pick up the card on their behalf.
Each Accountholder will have a specific monthly credit limit based on expected travel and/or business entertainment expenses for university business purposes. In unusual circumstances and for legitimate business reasons, the monthly limit can be adjusted by submitting Form 1505.1.2F - Travel & Expense Card Accountholder Account Maintenance Form to the Travel Card Office.
Card Suspension and Cancellation
The University of North Carolina at Chapel Hill and the issuing bank reserve the right to suspend or cancel a T&E Card at any time, at their discretion. The most common reasons for card suspension or cancellation are:
- Card has not had any transaction activity for a significant period of time.
- Inactive accounts will be reviewed with departments prior to suspension/cancellation.
- The T&E Card transaction reconciliation is currently overdue (transactions have not been reconciled within 30 days from trip end date or expense purchase date).
- Misuse of the T&E Card has been reported to the Travel Card Office.
Frequently Asked Questions
Q. How long does it take to get a T&E Card?
A. To receive a T&E Card, the applicant must complete the online training and successfully pass the training quiz. Upon receipt of an approved application, confirmation of training completion, and once the application has been processed, it will take approximately 5-7 business days for the card to arrive and be ready for pickup.
Definitions
Please refer to Finance Policy 1501 - The University of North Carolina at Chapel Hill Policy on Business Travel for a list of common definitions.
Related Requirements
University Policies, Standards, Procedures, and Forms
The department must submit a T&E Card Application form for each card requested. The application form must be signed by the accountholder requesting the card and the department business manager.
Contact Information
Primary Contacts
| Subject |
Contact |
Telephone |
Email |
| T&E Card Transactions |
Travel Card Office |
|
TravelCard@unc.edu |
| Suspicious Transactions |
Bank of America Fraud Department |
1-866-500-8262 |
|