Title
University of North Carolina at Chapel Hill Finance Procedure 1505.3 - Procedure for Reconciling a Travel & Expense Card
Introduction
Purpose
This procedure explains the process of Travel & Expense Card (T&E Card) reconciliation. It details the process for online charges and the duties of the Accountholder.
Scope
This procedure applies to all employees (faculty, staff, and Senior University Administrators).
Procedure
Reconciling/Reallocating Charges via Concur Expense - Overview
The University has developed a process that allows T&E Card charges to be reconciled and/or reallocated to other accounts in Concur Expense.
Charges are available to reconcile after the merchant submits the charge, the bank receives and processes the data and then feeds the transaction data to Concur Expense. This normally takes three to five business days. Concur Expense will automatically send email notifications when "new company card transactions arrive." Emails will be sent from autonotification@concursolutions.com. Please note, it is against T&E Card Policy to disable this notification in your Concur Profile.
For additional information on the reconciliation/reallocation process, please refer to 1501.7 - Procedure on Travel Advances and Reimbursements.
To report fraudulent transactions on the T&E card call Bank of America at 866-500-2662
If you suspect T&E Card fraud or abuse, use the Anonymous Report of T&E Card Fraud or Abuse Web Form.
Frequently Asked Questions
Q: What can I do if my T&E Card is lost or stolen?
A: Call Bank of America at 1-888-449-2273 immediately, and then notify the Travel Card Office.
Q: What should I do if I switch departments and need a T&E Card for my new department? Should I keep the T&E Card from my old department?
A: A new card should not be required, but you will need approval from your new Business Manager and/or Department Head to maintain your existing card. To obtain approval, please submit Form 1505.1.2f - Travel & Expense Card Accountholder Account Maintenance Form to the Travel Card Office.
Q: How long do I have to dispute a charge (from the date of the transaction posting)?
A: You have 60 days from the statement date to dispute a charge.
Definitions
Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.
Related Requirements
University Policies, Standards, Procedures, and Forms
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 |
|