1505.1 - Procedure for Obtaining a Travel & Expense Card

Introduction

Purpose

In order to obtain a University Travel & Expense Card (T&E Card), several forms must be completed. A T&E Card is issued after the necessary forms are approved and the accountholder has completed the online training and successfully passed a quiz demonstrating their understanding of T&E Card policies and/or procedures. Accountholders must sign an accountholder agreement form before the T&E Card can be issued.

Scope of Applicability

This Procedure applies to all employees (faculty, staff, and Senior University Administrators).

Procedure

The individual will be required to complete a mandatory online training session covering the use of the T&E Card and all applicable restrictions. The T&E Card will be issued once the training quiz (at the end of online training presentation) has been passed. The T&E Card should be picked up by the accountholder; accountholders should contact the Travel Card Office 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 the Travel Card Manager with the written approval of the Business Manager and/or Department Head.

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 60 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. In order 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, and confirmation of training completion, it will take approximately 10 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 919-962-6716 TravelCard@unc.edu
Suspicious Transactions Bank of America Fraud Department 1-866-500-8262  
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Details

Article ID: 131475
Created
Thu 4/8/21 9:09 PM
Modified
Fri 7/16/21 1:10 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
04/27/2021 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Travel and Payment Card Services Manager
Last Review
Date on which the most recent document review was completed.
04/25/2021 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/25/2021 12:00 AM
Next Review
Date on which the next document review is due.
05/01/2022 12:00 AM
Origination
Date on which the original version of this document was first made official.
04/25/2021 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget