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 |
|