Introduction
Purpose
The purpose of this document is to create a policy to:
- Mandate training for all Travel & Expense Card (T&E Card) Accountholders.
- 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
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:
- 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.
- Failure to provide a valid & sufficient business justification for purchase (i.e. reason for purchase).
- Failure to immediately report loss or theft of a card upon discovery.
- Splitting transactions to circumvent transaction limits.
- Failure to supply valid receipt, invoice, or other supporting documentation.
- 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.
- Disabling the "New Company Card Transactions" notification email in your Concur profile.
- 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)
- Immediate revocation of the T&E Card. The Accountholder, Direct Supervisor, Campus Unit Lead, and Dean or Department Head will receive an email notification.
- 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 printed 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
Primary Contacts