1506 - Policy on Travel & Expense Card Infractions

Introduction

Purpose

The purpose of this document is to create a policy to:

  1. mandate training for all Travel & Expense Card (T&E Card) Accountholders.
  2. enforce penalties on T&E Card Accountholders who violate their Accountholder Agreement by not complying with the terms and conditions regarding use of their T&E Card account.

The original training requirements and list of T&E Card infractions published in The University of North Carolina at Chapel Hill T&E Card Program Handbook have been updated and become effective along with this policy and will be enforced accordingly.

Scope of Applicability

Transactions made with the University T&E Card are subject to audit and, as such, must have appropriate business justification and be accompanied by required supporting documentation. Accountholders in violation of compliance may have card privileges suspended or permanently revoked. This policy is applicable to all active T&E Card Accountholders and applies to all purchase transactions.

Policy

Policy Statement

All Accountholders must complete the Initial T&E Card Accountholder Training at initial T&E Card setup and at card renewal. It is strongly recommended that Delegates and Approvers complete T&E Card Training as well.

General descriptions of T&E Card Accountholder infractions include:

  1. Failure to reconcile transactions within 30 days from the post date of the transaction or end of the trip, whichever is later. Accounts may be suspended until all outstanding transactions are reconciled.
  2. Failure to provide a valid & sufficient business justification for purchase (i.e. reason for purchase).
  3. Failure to immediately report loss or theft of a card upon discovery.
  4. Splitting transactions to circumvent transaction limits.
  5. Failure to supply valid receipt, invoice, or other supporting documentation.
  6. Using the T&E Card to purchase non-allowable items per the T&E Card policy (e.g. personal purchases, etc.) or misuse of any temporary exception to T&E Card restrictions.
  7. Disabling the "New Company Card Transactions" notification email in your Concur profile.
  8. Other infractions warranting disciplinary actions, as deemed appropriate by the Travel Card Office or the Accountholder's Business Manager or Department Head.

Transactions not reconciled and submitted within this period may result in the following consequences:

1st Offense

Card suspended until ALL the accountholder's transactions have been reconciled and approved.

2nd Offense

Card suspended until ALL the accountholder's transactions have been reconciled and approved and then may remain suspended for an additional 30 days.

3rd Offense

Card suspension for 60-90 days or card cancellation.

NOTE: The Travel Card Office reserves the right to reduce or escalate disciplinary actions at its sole discretion.

Time Period: Rolling 12 months.

Abuse and Fraud Rule (Personal Purchase Made Intentionally)

  1. Immediate revocation of the T&E Card. The Accountholder, Direct Supervisor, Campus Unit Lead, and Dean or Department Head will receive an email notification.
  2. Department Head or Dean is responsible for taking appropriate disciplinary action after consulting with Human Resources, up to and including termination of employment.

Definitions

  • Accountholder - the person whose name is embossed on the T&E Card and ultimately responsible for its proper use and completed reconciliation.

Additional definitions and process requirements are detailed in The University of North Carolina at Chapel Hill T&E Card Handbook.

Related Requirements

University Policies, Standards, and Procedures

Contact Information

Policy Contacts

  • Rebecca Spanos
    • Title: Travel and Payment Card Services Manager
    • Unit: Travel Services
    • Email: rspanos@email.unc.edu
    • Phone: 919-962-9027
  • Ferdinand Berrios
    • Title: Travel Card Program Manager
    • Unit: Travel Services
    • Email: travelcard@unc.edu
    • Phone: 919-962-6716

Details

Article ID: 132763
Created
Sun 4/25/21 10:51 PM
Modified
Fri 7/30/21 4:43 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